Imports Administration - Prospects CSV File Upload

Overview

Imports Administration allows users to import specific data in-bulk from CSV files. Once a CSV file is downloaded to the system, it will display on the Imports Administration page listing the File Name, Import Upload Type, Import Status, Created By, and Created Date*.

Importing Prospects Data

Currently, Imports Administration is mostly used for the purpose of uploading prospects, eg. prospective students that are most likely not included in the data importing from the SIS on the Person datafeed.

• When selecting "Add Prospect - From CSV" from the Prospect Person Type page, the following Imports Admin page appears:

Importing Additional Prospect Data

In addition to Prospects data, the following import types (displayed in the above screenshot) can also be selected from Imports Administration to import additional prospect data:

1. Addresses
2. Person to High School Relationships
3. Phone Numbers
4. Veteran Statuses

NOTE: It is important to select the import type that matches the CSV file contents so that the system will map the data with the prospect record.

*The Created Date on Imports Administration displays the date that the CSV file was downloaded to the system, and not when the data was imported.

Duplicate Detection

Upon release, the Prospect Upload process includes basic warnings that will alert when it detects certain conditions importing on the CSV Prospect Import. 

• More customizable duplicate detection is on the roadmap for a future release.
• These warnings only appear on the CSV import, and do not appear on prospect records that are inputted manually and then individually uploaded from the UI.
• Warnings should always be reviewed, as the system does not automatically invalidate any record that it creates a warning for.
• When importing data, all warning records can either be included or excluded. To exclude some records with warnings, these records must be removed from the CSV Import file in order to start over with a new upload process.

As of now, the system will display a warning message about records that include any of the following:

• An email address that matches with someone else that is already in the system
• A first name and last name that together match someone else in the system
• A user id that matches an existing person Id of someone else in the system

More about the warning status is included in step 8 of the Prospects CSV Import Process.

How to Enable CSV Imports

Imports is an add-on feature that allows SS&E Administrators to import data in-bulk from a CSV file.

In order to access the Imports menu, there are two prerequisites:

1. The Import Processes feature must be enabled on the Features page in Institution Administration.
2. "Can Access Imports" must be permitted on the Imports section in Roles Administration.

Notes

• The above Import permission can be assigned to any staff user, it does not require an Administrator role.
• If "Can Access Imports" is assigned to an SS&E Administrator, they will be able to access the Imports menu from the SS&E Administration page.
• If "Can Access Imports" is assigned to a non-Administrator user, they will be able to access the Prospects Import menu from the Prospect Person Type Page on the UI.
• In addition to the CSV file Imports, institutions may also enter Prospect data manually from the Prospect Page. In order to manually enter prospect records:
  • • • The Prospect Person Type must be assigned to a permitted Department App.
      • "Can Create Prospects Individually" must be permitted on the Imports section in Roles Administration.
      • Import Processes must be enabled in Features Administration.
• Institutions may also Edit Prospect data from an individual prospect record after it was imported or manually entered into the system.
• For more information about manual prospect entry and prospect editing, click here.

Bulk Import (CSV) Files

In order to import records in bulk, each Import Type uses a different CSV file that is uploaded through Imports Administration. 

• All Import Types with the exception of Prospects require an existing prospect person record already created in the SS&E database.
• The Prospects CSV import includes the Prospect Person ID, therefore it should always be imported first so that other CSV files can reference the Prospect Person ID.
• Before importing data via CSV, verify that the CSV file includes the proper ID from other SIS data feeds.
  • • For example, highSchoolId, phoneTypeId, and veteranTypeId should match what is in the corresponding SIS Imported Data View.

Following are examples of the different CSV file requirements for each of the following data import types:

1. Prospects CSV
2. Addresses CSV
3. Person to High School Relationships CSV
4. Phone Numbers CSV
5. Veteran Statuses CSV

• All columns must be included in the CSV files even if the fields are optional and left empty. 
• When importing true or false values, these are case sensitive and must use lower case.

In addition, there are downloadable sample CSV files for each import type located below the article.

Prospects Import

• firstName - The prospect's first name
• lastName  - The prospect's last name
• middleName (optional)  - The prospect's middle name
• nickName (optional)  - The prospect's nick name
• emailAddress - The prospect's email address.  This will be saved on the person record as a personal email address
• birthDate (optional) - The prospects' birthdate. Must use format mm/dd/yyyy
• gender (optional) - The prospect's gender.  Use M for Male, F for Female.  To specify a gender other than male or female, this value can be any single letter.  Values other than 'M' or 'F' may not display on the prospect's profile
• personId - A unique identifier for the prospect person.  Use this same value when adding addresses and phone numbers for this prospect on other CSV import files.  On the UI, this will be displayed in places where we show a student's Id from the SIS
• location (optional)- The Id of the campus location this prospect belongs to. The Id must match an active location ID. Valid Location Ids can be found at SIS Integration -> Datafeeds -> Location -> View Imported Data - Ids will be listed under "src_system_id"
• ethnicity (optional) - The ethnicity identifier for the prospect. Valid values are: HISPANIC, NON_HISPANIC
• race (optional)  - The race identifier for the prospect. Valid values are:  WHITE, BLACK_AFRICAN_AMERICAN, ASIAN,AMERICAN_INDIAN_ALASKA_NATIVE, NATIVE_HAWAIIAN_OTHER_PACIFIC_ISLANDER

Addresses Import

• personId - The person id used to reference a specific prospect
• active - Whether or not this address is active.  Inactive addresses will not display on the prospect profile on the UI.  Valid values are true or false
• current - Whether this is the prospect's current address.  Multiple current addresses are allowed.  Valid values are true or false
• permanent - Whether this address is permanent. Valid values are true or false
• addressLine1 - The first line of the address
• addressLine2 (optional) - The second line of the address
• city - The city of the address
• state - The state of the address (full name or abbreviation; field is not case-sensitive)
• zipCode  - The zip code of the address
• addressTypeId - The Id of the address type. Valid address type Ids can be found at SIS Integration -> Datafeeds -> Address Type -> View Imported Data - Ids will be listed under "src_system_id"

Person to High School Relationships Import

• personId - The person id used to reference a specific prospect
• highSchoolId - The id of the prospect's high school.  Valid high school Ids can be found at SIS Integration -> Datafeeds -> High School -> View Imported Data - Ids will be listed under "src_system_id"
• startDate (optional) - When this prospect started at this high school.  Must use format mm/dd/yyyy
• endDate (optional) - When this prospect left/graduated this high school.  Must use format mm/dd/yyyy
•  gpa (optional) - The prospect's GPA at this high school.  Format must include a decimal point

Phone Numbers Import

• personId - The person id used to reference a specific prospect
• active - Whether or not this phone number is active.  Inactive phone numbers will not display on the prospect profile on the UI.  Valid values are true or false
• primary - Whether this is the prospect's primary phone number. Valid values are true or false
• number - Phone number including area code if available. The phone number field limit is ten numbers. Special characters included between numbers will be removed by the import
• extension (optional) - Phone number extension
• phoneTypeId - The Id of this phone number type. Valid phone type Ids can be found at SIS Integration -> Datafeeds -> Phone Type -> View Imported Data - Ids will be listed under "src_system_id"
• verified (optional) - Whether this is a verified phone number. Valid values are true or false
• smsEnabled (optional) - Whether or not this phone number can receive text messages.  Leaving this field blank will set the default value for students displayed in Messaging Administration -> SMS Configuration. Valid values are true or false 

Veteran Statuses Import

• personId -The person id used to reference a specific prospect
• veteranTypeId - The Id of the prospect's veteran type. Valid veteran type Ids can be found at SIS Integration -> Datafeeds -> Veteran Type -> View Imported Data - Ids will be listed under "src_system_id"

Prospects CSV Import Process

Following is an example of all steps that are used when importing a Prospects CSV file:

1. Format the Prospects Upload CSV file according to the sample Prospects CSV file/the above format
2. From Imports Administration, select +New (or from a Prospect Person Type Page, select Add Prospect from CSV File)
3. Browse to the CSV file
4. Select Upload
5. While the data is downloading, the screen will show a Validating status
6. To check that the CSV file is done validating, the screen must be refreshed manually as this will not occur automatically.
   • Refresh the screen after ~30 seconds to check if the status is Ready.
   • A ready status means that the CSV file is done validating and is ready to import records into the system.
7. Review the data download results.
8. Select the different record statuses from the Statuses filter and review the results.
   • Records with a Ready status are Ready to be imported
   • Records with a Warning status should be reviewed in detail.
     • During validation, the system will compare CSV records with ALL data that was imported in the past, and display a Warning status on any potential duplicate CSV records so that they can be verified and excluded from the "new" data import if needed.
       • For example, the system will display a warning if the person ID already exists and is associated with any address or phone number on their person record.
       • The system does not check if this a duplicate, rather it only notifies via a warning message that a duplicate record may exist. 
     • Since there is no way to import/not import some warning records (as the options are to include all or none), if duplicates exist, they can be removed from the source CSV and then the file can be imported again.
9. Check the Errors tab. Records on the Errors tab will not be imported as they did not download successfully from the CSV file. 
   • • If errors are fixed in the source data and the CSV file is downloaded again, the system will re-download all CSV records during the data validation step and create a new import file record.
10. Import records. Select which records to import from the top menu bar; the options are to either import records only with a Ready status or import all records both with a Ready and Warning status.
    • • "Import Ready Records Only" will skip the warning records so that they are not reimported.
      • "Import Ready and Warning Records" will import both ready and warning records.
      • There is no way to import the warning records after importing ready records. 
11. While importing, the screen will show Importing
12. Refresh the screen manually after ~30 sec to check that the import process is finished. When the import process is done the screen will show "Complete - The import has finished importing records". On the Records tab, all imported records will display with an Imported status. 
13. After the import is complete, there will be two options displayed on the top menu - 
    1. 1. Download Source - this downloads the source CSV file
       2. View Imported Prospects - this will open the Student/Prospect page with a temp filter applied so that it only displays the imported records.
          • • This option is only available if you have access to a departmental app that is assigned the prospects person type.
            • This filter view uses the Import Student Filter filtered on the CSV file used to import the displayed prospect records.
            • Only the Prospects CSV upload type will display a link to "View imported records".
            • If desired, you may select the Temp Filter - Save As - to enter a Filter Name to group these prospect records together. This can also be done at a later time by filtering on a specific CSV prospect import file from the "Import" filter. The Import filter will only display when enabled on Filter settings in Person Type Administration.

Import Statuses

Importing a CSV file into SS&E is a two-step process where:

1. The CSV file is validated and data is downloaded from the CSV
2. The downloaded/validated data is imported into SS&E

During the import, the system displays different statuses on the top of the screen as it processes a CSV File:

• Validating - displays while the file is downloading data to the system
• Ready - displays when the system has finished the CSV data validation process, and records are ready to be imported into the system
  • • Records that were validated successfuly display on the Records tab along with a record count (Records (x)).
    • Records that could not be validated/were not downloaded from the CSV file/cannot be imported, display on the Errors tab along with a record count (Errors (x)).
    • If there are zero errors, that means that all records validated and downloaded successfully from the CSV
• Importing - displays while the records are importing
• Complete - displays when the system has finished importing records

In addition, the following statuses display on individual records after they are downloaded from the CSV and before they are imported:

• Ready - A Ready status on the Records tab means that the record is ready to be imported
• Invalid - The Invalid status means that the downloaded data did not fail during the CSV validation process yet this record cannot be imported for some reason.
• Warning - A Warning status means that there is a warning message on the downloaded data record displayed in the Warning column. For example, if there's already a record with the same Prospect Person ID or Student ID in the system, there will be a warning noting that a duplicate was found and the data already exists.

After the Import, one of the following statuses display on each record:

• Imported - The data imported successfully 
• Failed - The downloaded data failed to import

Student Filter 

The Student Filter includes an Import condition where users can select a specific CSV Import file and then take actions on the group of people imported from the specific file.

• By default, the Import Filter will display all import files as UploadType SourceCSVFileName.csv.
• The Import filter will only display when enabled on Filter settings in Person Type Administration.
• For example, users can create a filter and take action on the group of people imported on a specific prospect upload by selecting the Import filter - and then entering a Filter Name.
  1.