Importing Data Using a CSV

You can create and/or update records in bulk by submitting a properly formatted CSV file for import through the Faculty Success Work Requests utility. The required format for an import is very similar to the CSV formatting of a Faculty Success Data Export (Reports > Create a New Report > Data Export). However, you should not include the informational columns that are included in most data exports. For a CSV data import, only include columns for data you need loaded (including all primary key fields).

Please note: we will not import fewer than 10 records to a screen, given that no time efficiencies can be achieved compared to manual data entry in such cases

General Formatting Requirements

  • You must include a Username (or other user identifier) column. This determines the user whose record is to be loaded or updated.

  • Column headers should match field codes. This is a hard requirement if you want to make use of the automatic import functionality. It is a soft requirement if you want Watermark's data import team to load the data for you. But note that data in ambiguously named columns may be ignored, or we may route the work request back to you for clarification.

  • The data you provide in the CSV must match the data requirements for the field into which it will be loaded. Drop down and checkbox list values must be an exact match. The work request will be sent back to you with a list of errors if there are any data validation issues and you will need to submit an updated file.

  • If a screen or DSA has a primary key (check your configuration report for this information), all primary key fields must be included as columns in the CSV.

  • You can use the internally assigned record ID or DSA ID to update existing records on screens or DSAs that do not have a primary key, or to update primary key fields on screens or DSAs that do.

  • In order to load data into a DSA, you should include all DSA information for all DSA rows in a single row of the CSV. Follow the general format and DSA row numbering of a single-file data export.

  • You can check multiple boxes in a checkbox list by using the pipe ("|") delimiter between values. 

Using the Data Import Tool

Step 1 - Upload file for import
Choose your file for import and select the applicable screen from the drop down menu. CSV files for data import must contain column headers and data for one screen at a time. 

Step 2 - Choose the column containing the unique identifier for the record owner
The unique identifier will either be the DM Username or the DM User ID.

User_file.PNGStep_2_WR.PNG

Note: After selecting the unique identifier and clicking continue, your file will be checked for errors. If all is correct, you’ll know by seeing the ‘Success!’ indicator. Should any errors exist in your file, they will be listed at this point instead. To learn more about possible error messages and how to resolve them, review the Resolving Data Import Error Messages article.

Step 3 - Select how to handle existing records in Faculty Success
When the check of the users in your file is successful, you will select how your import should affect existing records in Faculty Success.

Your options are:Step_3_WR.PNG

When importing new records, select the first option (to update an existing match and to create if no match is found). 

When updating existing records, select the second option. However, be sure to include the record ID (obtained by running an Export Data report).

Step 4 - Notification of how many records will be updated
Be sure to verify the accuracy of the  record creation or change amount before finalizing the import.

Step_4_WR.PNG

Video Tutorials

For video tutorials and troubleshooting related to CSV Data Imports, please review our additional documentation.

 

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