Difference between revisions of "Upload Files"

Latest revision as of 09:46, 6 July 2018

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 UnionCloud
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 UnionCloud
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.

The first thing we need to say, and is rather important, is that all CSV File uploads, are processed over night, the same day they are uploaded. So long as your upload is complete by around 23:45 on any given night, the file will be processed just after midnight, depending on the size of the files, and how many other unions are also processing large numbers of uploads, the speed at which this is processed will vary.

We recommend that any editing you plan to do of CSV's is done in Excel, and when saving the file type you choose which file type to save, choose comma-delimited, comma separated values file, not the tab-delimited type. It is always worth downloading the CSV template for the for the particular file you wish to upload from the Upload Files section, as this saves coming up with any unnecessary errors.

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.

Course Rep Upload CSV Template

To download, click the
filename below;
File:Course rep upload.csv

Group Admin Member Upload CSV Template

To download, click the
filename below;
File:Groups admins upload.csv

Group Member Upload CSV Template

To download, click the
filename below;
File:Member upload.csv

Student Upload CSV Template

To download, click the
filename below;
File:Student upload.csv

Programme File Upload CSV Template

To download, click the
filename below;
File:Programme upload.csv

Upload Student File

You can find this page on your own site at url: <yoursite>/administrator/upload_files/upload_student_file

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 .ac.uk 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. Mandatory fields are marked with a red asterisk(*)

For ease of reading this table is formatted vertically, but as seen in the screenshot to the right, and the CSV Template, the file is actually formatted with ID, forename, surname etc... as Row headings.

Field	Example	Format Requirements
id*	501	Required 'Unique Student Identifier' If regex is given during setup, then this must match the format.
forename*	John	Required Open Text - 30 Characters, no special characters.
surname*	Smith	Required Open Text - 30 Characters, no special characters.
dob*	30/04/1983	Required `[DD/MM/YYYY]` This format must be exactly as shown to the left
gender	male	`[Male, Female, Non-Binary, Other, M, F, N, O]` Input must match one of those shown, or be left blank.
institution_email*	john.smith@domain.ac.uk	Required Must be a valid email address.
nationality	IND	Must match 2 or 3 character ISO Code, ISO Extensions for England, Scotland, Wales, Northern Ireland are supported, or be left blank.
domicile_country	GBR	Must match 2 or 3 character ISO code, ISO Extensions for England, Scotland, Wales, Northern Ireland are supported, or be left blank.
fee_status	UK	`[UK, EU, IN]` Input must match one of those shown, though can be left blank.
hall_of_residence	INDLC	Open Text - 30 characters, no special characters, can be left blank
programme_id	PRG001	Open Text - Though should match one of the codes listed in your Programme File, can also be left blank.
study_type	PGT	`[FE, UG, PG, PGT, PGR, CPD, UGM, MPH, TES]` Input must match one of those shown or be left blank.
programme_level	1	Any number from 1-99
start_date	10/10/2012	`[DD/MM/YYYY]` Date must match format shown though can be left blank.
end_date*	31/05/2020	Required `[DD/MM/YYYY]` 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*	new	Required `[new, update, permanent_delete]` Input must match that shown.
alternate_email_address	abc@email.com	Must be a valid email address, or can be left blank.
library_card	L12345	Open Text - Though if regex has been given during setup, value must match the format, can also be left blank.
department	EL	Open Text - Short Codes for institution departments, should match programme file, can be left blank
erasmus	Y	`[Y, N]` Must match the format shown, or can be left blank.
ethnicity	European	Open Text, or can be left blank.
finalist	Y	`[Y, N]`Indicates whether the student is a final year, must match format, or can be left blank.
mode_of_study	Full-Time	`[Full-Time, Part-Time]` Must match the format shown or can be left blank.
placement	R	Example `[Y, N, R, P]` Must match the format shown, or can be left blank
address	101 Road	Open Text - Can be left blank
postcode	SK10 2NZ	Must be a valid UK Postcode, or can be left blank

Upload Programme File

You can find this page on your own site at url: <yoursite>/administrator/upload_files/upload_programme_file

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 'programme_id' this is the relational record which the system matches with 'id' 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(programme_name), 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.

This should ideally be updated at least once a year.

Field	Example	Format Requirements
id*	PRG001	Required 'Unique Programme Identifier' these should each be unique in this sheet, however match up with programme_id in the Student Files.
programme_name*	PRG Name 1	Required Open Text - This should be the name of the course matching the course code in the previous field
jacs_code	W100	Joint Academic Coding System (JACS) a system for coding courses used to match courses across multiple institutes around the UK, your institution may or may not use these.
school_name	School of Life	Open Text - This should be the School / College / that contains the faculty for the course listed in the first field
faculty_name	Faculty Name 1	Open Text - This should be the Faculty, that contains the course listed in the first field.
study_type	UG	[FE, UG, PG, PGT, PGR, CPD] are the acceptable inputs for this field.
record_type*	New	Required [new, update] are the acceptable inputs for this field, you should use them to indicate whether you are creating a new item, or updating an existing one.

Upload Member File

You can find this page on your own site at url: <yoursite>/administrator/upload_files/upload_member_file

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!

Please pay careful attention the mandatory fields in this table an asterisk (*), indicates a mandatory field, whilst a numbers sign (#) sometimes referred to as a hashtag, hash, pound, or octothorpe denotes that one of the two fields must be filled in, in this case 'univ_id' or 'email_address'.

Field	Example	Format Requirements
univ_id#	501	One of two is Required 'Unique Student Identifier' this should match the details in the User Account Details for a student.
group_name*	Dance group	Required The name of the group the user is meant to be joining, should match wording of actual group membership.
membership_type_caetegory*	Salsa Member	Required The name of a membership type 'member' or 'standard member' or similar, again the wording should match an actual membership type.
next_of_kin_name	Dave Jacobs	Open Text - If this Next of Kin is mandatory for group they are joining this will be required, otherwise can be left blank
next_of_kin_relationship	Father	Open Text - If this Next of Kin is mandatory for group they are joining this will be required, otherwise can be left blank
next_of_kin_address	Address1	Open Text - If this Next of Kin is mandatory for group they are joining this will be required, otherwise can be left blank
next_of_kin_mobile_no	0123456790	Open Text - If this Next of Kin is mandatory for group they are joining this will be required, otherwise can be left blank
next_of_kin_home_no		Open Text - If this Next of Kin is mandatory for group they are joining this will be required, otherwise can be left blank
next_of_kin_work_no	9876543210	Open Text - If this Next of Kin is mandatory for group they are joining this will be required, otherwise can be left blank
create_user_email*	admin@union.ac.uk	Required Must be a valid email address, should be the email of the ADMIN who is performing the upload.
email_address#	member1@union.ac.uk	One of two is Required If no Univ_id is provided above, then the email address of user is mandatory.
comittee_position	Captain	Name of committee position should match one set out in the groups committee screen, can be left blank.
comittee_start_date	31/08/2014	`[DD/MM/YYYY]` Date must match format shown though can be left blank, IF committee position is ALSO blank

Upload Group Admins File

You can find this page on your own site at url: <yoursite>/administrator/upload_files/upload_group_admins_file

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.

Please pay careful attention the mandatory fields in this table an asterisk (*), indicates a mandatory field, whilst a numbers sign (#) sometimes referred to as a hashtag, hash, pound, or octothorpe denotes that one of the two fields must be filled in, in this case 'univ_id' or 'institution_email'.

Field	Hiking Club	Format Requirement
group_name*	Hiking Club	Required Open Text - Must match the name of a Group
univ_id#	501	One of two is Required 'Unique Student Identifier' this should match the details in the User Account Details for a student.
forename	Emma	Open Text - Can be left blank
surname	Watson	Open Text - Can be left blank
dob	30/04/1983	`[DD/MM/YYYY]` Date must match format shown though can be left blank, IF committee position is ALSO blank
institution_email#	Emma.watson@univ.ac.uk	One of two is Required If you are unable to provide 'univ_id' you will need to provide the institution_email for the student you wish to add to committee, if user must be a valid email address.
membership_expiry_date*	31/05/2020	Required`[DD/MM/YYYY]` Date must match format shown, and is mandatory.

Upload Course Rep File

You can find this page on your own site at url: <yoursite>/administrator/upload_files/upload_course_rep_file

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.

This should ideally be updated at least once a year, most unions tend to hold their Course Rep elections around October/November

Field	Example	Format Requirements
programme_id*	PRG001	Required 'Prrogramme ID' these should match up with the information stored in the Programme Upload file, it is required, however doesn't need to be unique, allowing you to associate multiple users with one course.
position*	Course Rep	Required Open Text - This should be the title of the role, Course Rep, Department Rep, School Rep, this can be different for different users.
start_date*	01/01/2017	Required `[DD/MM/YYYY]` This format must be exactly as shown to the left. The date at which the user will be listed as a Course Rep from. If this is in the future, they won't appear in the lookup tool, until it has passed.
end_date	30/06/2017	`[DD/MM/YYYY]` This format must be exactly as shown to the left. The date at which the user will stop being listed as a course rep, this isn't mandatory, and can be left blank, if so user will remain listed indefinitely.
email	email@university.ac.uk	Must be a valid email address, this is used so that there is a reference to which student holds this role.
contact_no	01234567890	Open Text - Although we've listed a phone number, this is open text and could be an email address or other type of contact information, it will be displayed to a student when they look up their Course Rep.

@@ Line 1: / Line 1: @@
 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
+*'''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.
 The first thing we need to say, and is rather important, is that all CSV File uploads, are processed over night, the same day they are uploaded. So long as your upload is complete by around 23:45 on any given night, the file will be processed just after midnight, depending on the size of the files, and how many other unions are also processing large numbers of uploads, the speed at which this is processed will vary.
@@ Line 10: / Line 11: @@
 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:Course rep upload.csv|Course Rep Upload CSV Template}} </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>
@@ Line 19: / Line 21: @@
 == Upload Student File==
+{{url|/administrator/upload_files/upload_student_file}}
 [[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 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).
-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>)
 For ease of reading this table is formatted vertically, but as seen in the screenshot to the right, and the CSV Template, the file is actually formatted with ID, forename, surname etc... as Row headings.
-{| class="wikitable" style="text-align: center; width: 75%;"
+{| class="wikitable"
 |-
 ! Field !! Example !! Format Requirements
@@ Line 40: / Line 42: @@
 | dob<span style="color:#FF0000">'''*'''</span> || 30/04/1983 || <span style="color:#FF0000">'''Required'''</span> <code>[DD/MM/YYYY]</code> This format must be exactly as shown to the left
 |-
-| gender || male || <code>[Male, Female, M, F]</code> Input must match one of those shown, or be left blank.
+| gender || male || <code>[Male, Female, Non-Binary, Other, M, F, N, O]</code> Input must match one of those shown, or be left blank.
 |-
 | institution_email<span style="color:#FF0000">'''*'''</span> || john.smith@domain.ac.uk || <span style="color:#FF0000">'''Required'''</span> Must be a valid email address.
@@ Line 54: / Line 56: @@
 | programme_id || PRG001 || Open Text - Though should match one of the codes listed in your Programme File, can also be left blank.
 |-
-| study_type || PGT || <code>[FE, UG, PG, PGT, PGR, CPD]</code> Input must match one of those shown or be left blank.
+| study_type || PGT || <code>[FE, UG, PG, PGT, PGR, CPD, UGM, MPH, TES]</code> Input must match one of those shown or be left blank.
 |-
 | programme_level || 1 || Any number from 1-99
@@ Line 62: / Line 64: @@
 | 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.
@@ Line 86: / Line 88: @@
 == Upload Programme File ==
+{{url|/administrator/upload_files/upload_programme_file}}
 [[File:Upload Programme File.PNG|thumb|Upload Programme File Screen]]
-{{url|/administrator/upload_files/upload_programme_file}}
 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/>
@@ Line 114: / Line 115: @@
 == Upload Member File ==
+{{url|/administrator/upload_files/upload_member_file}}
 [[File:Upload Member File.PNG|thumb|Upload Member File Screen]]
-{{url|/administrator/upload_files/upload_member_file}}
 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!
@@ Line 154: / Line 153: @@
 == Upload Group Admins File ==
-<div style=" float:right;">{{CSVT|File:Groups admins upload.csv|Group Admin Member Upload CSV Template}}</div>
+{{url|/administrator/upload_files/upload_group_admins_file}}
-<div style=" float:right;">{{CSVT|File:Groups admins upload.csv|Group Admin Member Upload CSV Template}}</div>
 [[File:Upload Group Admins File.PNG|thumb|Upload Group Admins File Screen]]
-{{url|/administrator/upload_files/upload_group_admins_file}}
 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.
@@ Line 180: / Line 176: @@
 |-
 | membership_expiry_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, and is mandatory.
+|}
+==Upload Course Rep File==
+{{url|/administrator/upload_files/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/>
+<br/>
+This should ideally be updated at least once a year, most unions tend to hold their Course Rep elections around October/November
+<br/>
+{| class="wikitable"
+|-
+! Field !! Example !! Format Requirements
+|-
+| programme_id<span style="color:#FF0000">'''*'''</span> || PRG001 ||<span style="color:#FF0000">'''Required'''</span> 'Prrogramme ID' these should match up with the information stored in the Programme Upload file, it is required, however doesn't need to be unique, allowing you to associate multiple users with one course.
+|-
+| position<span style="color:#FF0000">'''*'''</span> || Course Rep ||<span style="color:#FF0000">'''Required'''</span> Open Text - This should be the title of the role, Course Rep, Department Rep, School Rep, this can be different for different users.
+|-
+| start_date<span style="color:#FF0000">'''*'''</span> || 01/01/2017 ||<span style="color:#FF0000">'''Required'''</span> <code>[DD/MM/YYYY]</code> This format must be exactly as shown to the left. The date at which the user will be listed as a Course Rep from. If this is in the future, they won't appear in the lookup tool, until it has passed.
+|-
+| end_date || 30/06/2017 ||<code>[DD/MM/YYYY]</code> This format must be exactly as shown to the left. The date at which the user will stop being listed as a course rep, this isn't mandatory, and can be left blank, if so user will remain listed indefinitely.
+|-
+| email || email@university.ac.uk || Must be a valid email address, this is used so that there is a reference to which student holds this role.
+|-
+| contact_no || 01234567890 || Open Text - Although we've listed a phone number, this is open text and could be an email address or other type of contact information, it will be displayed to a student when they look up their Course Rep.
+|-
 |}
 == Common File Upload Errors ==

Difference between revisions of "Upload Files"

Latest revision as of 09:46, 6 July 2018

Contents

Upload Student File

Upload Programme File

Upload Member File

Upload Group Admins File

Upload Course Rep File

Common File Upload Errors

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