Upload Files - Revision history

Charlotte Garratt at 09:46, 6 July 2018

2018-07-06T09:46:52Z

Charlotte Garratt at 09:43, 6 July 2018

2018-07-06T09:43:12Z

Charlotte Garratt at 09:38, 6 July 2018

2018-07-06T09:38:47Z

Charlotte Garratt at 09:34, 6 July 2018

2018-07-06T09:34:50Z

Charlotte Garratt at 09:30, 6 July 2018

2018-07-06T09:30:26Z

Charlotte Garratt at 14:21, 2 July 2018

2018-07-02T14:21:59Z

Muda.1 at 13:38, 9 May 2018

2018-05-09T13:38:12Z

BCSU107: /* Upload Student File */ added way to delete student records

2017-06-23T08:26:24Z

‎Upload Student File: added way to delete student records

Ash: /* Upload Student File */

2017-02-20T12:08:49Z

‎Upload Student File

Ash at 14:57, 22 November 2016

2016-11-22T14:57:54Z

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 == Upload Group Admins File ==
 [[File:Upload Group Admins File.PNG|thumb|Upload Group Admins File Screen]]
 This tool isn't used very frequently at all as many unions choose to add users to administrate a group manually via the manage groups tool within a Group (Club / Society), however if you need to assign a large number of users in bulk, such as after a round of elections, this tool can be very useful to stop you having to keep going through a repetitive task.

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 == Upload Member File ==
 [[File:Upload Member File.PNG|thumb|Upload Member File Screen]]
 The Member File, is used to upload a group of members that need to be added to a specific group (club or society), this is one of the less commonly used file uploads as most memberships are completed through an online transaction when a user has clicked 'Join Group' on a specific club or society, they then process the payment if necessary, and then sign up, or are simply just signed up if it is a free to join group. However sometimes transactions are procesed offline, over a cash desk / reception, and these students will still need to be added to the mentioned group, alternative method of doing this is if your cash desk is to use the [[Remote Sales]] module, in which case students are added directly to the groups, however if this is not the case and you just take their details, you follow this method to add them to a group!

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 == Upload Programme File ==
 [[File:Upload Programme File.PNG|thumb|Upload Programme File Screen]]
 The Programme File, is used to upload a database of all courses at your institution and some details about them, in each Student Record, there is a space to input <code>'programme_id'</code> this is the relational record which the system matches with <code>'id'</code> from the Programme File, and uses it to find out all of the information about their course, based on what you upload here [Course Title<code>(programme_name)</code>, School Name, Faculty Name, Study Type], this data is used for when you are trying to build demographic reports about your students, based on elections / groups / events, who takes part in these activities for example, but also for a database of course for the Course Rep Lookup tool.
 <br/>

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 == Upload Student File==
 [[File:Upload Student File.PNG|thumb|Upload Student File Screen]]
 This is the primary, and most common method that Unions use to get data into UnionCloud, a CSV Upload, though there are two other methods of getting the data, one is through allowing manual registration, which you can filter by certain email extensions, for example only allow emails that have <code>.ac.uk</code> endings, or the third method is you can have data added to your site automatically, by a data transfer using SOAP, or JSON (if this is something you'd like to move to your lead UnionCloud contact should speak to us about it).

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 ==Upload Course Rep File==
 [[File:Upload Course Rep File.PNG|thumb|Upload Course Rep File Screen]]
 The Upload Course Rep File, is used to populate the Course Rep data set on UnionCloud, these don't map anything currently, however it will reference a user within UnionCloud, this is done by looking them up from the email address associated with their UnionCloud account. This data is then loaded when a site user utilizes the Course Rep Lookup tool.
 <br/>
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 |-
 |}
 == Common File Upload Errors ==

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 Uploading Files, (CSV's) is one most common ways Unions import data into the system, and there are currently four different areas you can upload data to the system for currently.
-*'''Upload Student File''' - To upload bulk groups of your students to Union Cloud
+*'''Upload Student File''' - To upload bulk groups of your students to UnionCloud
-*'''Upload Programme File''' - To upload a list of courses, course codes, departments, and schools/colleges to Union Cloud
+*'''Upload Programme File''' - To upload a list of courses, course codes, departments, and schools/colleges to UnionCloud
-*'''Upload Member File''' - To upload members to a group, if for example people paid membership for a Club / Society in cash, and you wanted to add them to Union Cloud
+*'''Upload Member File''' - To upload members to a group, if for example people paid membership for a Club / Society in cash, and you wanted to add them to UnionCloud
-*'''Upload Club Admins File''' - If you have run elections separately to Union Cloud, but you want to upload groups of students as admins for certain Clubs / Societies Bulleted list itemBulleted list item
+*'''Upload Club Admins File''' - If you have run elections separately to UnionCloud, but you want to upload groups of students as admins for certain Clubs / Societies Bulleted list itemBulleted list item
 *'''Upload Course Representative Upload''' To upload a bulk of course representatives into the UnionCloud system.
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 [[File:Upload Student File.PNG|thumb|Upload Student File Screen]]
 {{url|/administrator/upload_files/upload_student_file}}
-This is the primary, and most common method that Unions use to get data into Union Cloud, a CSV Upload, though there are two other methods of getting the data, one is through allowing manual registration, which you can filter by certain email extensions, for example only allow emails that have <code>.ac.uk</code> endings, or the third method is you can have data added to your site automatically, by a data transfer using SOAP, or JSON (if this is something you'd like to move to your lead Union Cloud contact should speak to us about it).
+This is the primary, and most common method that Unions use to get data into UnionCloud, a CSV Upload, though there are two other methods of getting the data, one is through allowing manual registration, which you can filter by certain email extensions, for example only allow emails that have <code>.ac.uk</code> endings, or the third method is you can have data added to your site automatically, by a data transfer using SOAP, or JSON (if this is something you'd like to move to your lead UnionCloud contact should speak to us about it).
 These files that you upload make up the majority of your members, and after upload, can all be found in the [[User Account Details]] section.

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 | end_date<span style="color:#FF0000">'''*'''</span> || 31/05/2020 || <span style="color:#FF0000">'''Required'''</span> <code>[DD/MM/YYYY]</code> Date must match format shown, this is required as it's the date users are moved out of Confirmed Students group, into Alumni group.
 |-
-| record_type<span style="color:#FF0000">'''*'''</span> || new || <span style="color:#FF0000">'''Required'''</span> <code>[new, update]</code> Input must match that shown.
+| record_type<span style="color:#FF0000">'''*'''</span> || new || <span style="color:#FF0000">'''Required'''</span> <code>[new, update, permanent_delete]</code> Input must match that shown.
 |-
 | alternate_email_address || abc@email.com || Must be a valid email address, or can be left blank.

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 This is the primary, and most common method that Unions use to get data into Union Cloud, a CSV Upload, though there are two other methods of getting the data, one is through allowing manual registration, which you can filter by certain email extensions, for example only allow emails that have <code>.ac.uk</code> endings, or the third method is you can have data added to your site automatically, by a data transfer using SOAP, or JSON (if this is something you'd like to move to your lead Union Cloud contact should speak to us about it).
-These files that yo upload make up the majority of your members, and after upload, can all be found in the [[User Account Details]] section.
+These files that you upload make up the majority of your members, and after upload, can all be found in the [[User Account Details]] section.
 Mandatory fields are marked with a red asterisk(<span style="color:#FF0000">'''*'''</span>)

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 As is the case with all of these upload types, you should come back the following day to ensure that there are no errors with the file you uploaded overnight, beneath each upload section, there is an area for you to download any recent error files.<div>
 <div style=" float:right;">{{CSVT|File:Groups admins upload.csv|Group Admin Member Upload CSV Template}} </div>
 <div style=" float:right;">{{CSVT|File:Member upload.csv|Group Member Upload CSV Template}} </div>