Importing Data

 

Introduction

Campus Suite now supports the ability to import large sets of data into the system by populating bulk data import sheets. These sheets are simply Excel files that you can populate and send back to Campus Suite. The types of data that can be bulk imported are listed below under "Types of Imports."

We realize that many people may not be familiar Excel spreadsheets, or just may be intimidated by this process altogether. If that is the case, please contact Campus Suite support, or the project manager working with you on your site and they'll be happy to assist!

 

Access

Only users with Administrator privileges can access and use the imports feature.

 

Types of Imports

The following Campus Suite modules/features support data imports. You can access details about a particular import, such as a spreadsheet template and field descriptions, by using the links below:


Overview of the Import Process

The import process is very similar to all the different types of imports that can be done. Typically, an import will involve:

  • Creating an import job - This gives a "name" and a "description" to a job and allows you to associate a data sheet to it.
     
  • Uploading import data - Spreadsheet templates are available for download that can be filled out with data and uploaded to a job. This data sheet can be updated and re-uploaded to the job at any time (as long as the job has not yet been processed).
     
  • (Optional) Uploading import assets - Some imports may include additional assets (such a profile pics for faculty) that can be uploaded to and linked from Digital Assets.
     
  • Testing import data - Imports can contain lots of data and complex operations. Testing an import first performs a quick check of the data and will catch and report most errors that may occur during an actual import. No changes to the system are saved during a test.
     
  • Processing import data - Once an import is finalized, the actual processing of the import occurs (triggered by a user). This will read in the data sheet along with all the additional assets and actual insert the data into their proper locations in the system.
     
  • (Optional) Purging imported data - In the event an import needs to be fixed and re-imported, all the data that was imported from a job can be purged. This will remove all of the imported records into the system and any data attached to them. An import job can only be purged up to 1 day after it was processed.

Import jobs will track the users and the timestamps of when significant actions are performed. For instance, when a user purges an import job, the job will track and display the name of the user as well as the date/time of when the operation occurred. Tracking this data provides accountability for these very critical operations.


Accessing the Imports Feature

Accessing the imports feature varies depending on which type of import is being done.

  • Calendar, News, Blog, and Faculty - you must navigate to the modules administration view.
  • Faculty - you can also find import buttons in the Departments administration view.
  • Teacher Sites - there is an import button near the top of the Departments administration view.
  • Redirects - there is a button near the top of the Redirects administration view.

Clicking the "Import" buttons in these locations will display a popup with a listing of current imports (of that particular type) along with options for managing imports.


Creating an Import Job

To create an import job:

  1. While in the imports listing popup, click the "Edit" button for the appropriate job.
  2. Fill out the details and then click the "Submit" button. Clicking the "Reset" button will clear the form of any input. Clicking the "Cancel" button will return to the imports listing.
  3. You will then be prompted to upload a data file. When creating a job, this is optional (however a job cannot be processed until it has a data file associated with it). If you choose to upload a file, do so and then click the "Submit" button (uploading without clicking submit will not save the change). Otherwise, click the "Cancel" button to return to the imports listing.
  4. On the imports listing popup, the newly created job should be visible.

 

Editing an Import Job

To edit an import job:

  1. While in the imports listing popup, click the "Edit" button for the appropriate job.
  2. A new screen will show that allows you to edit the basic details (name and description) of the job. When finished editing, click the "Submit" button to save the changes and return to the listing. Clicking the "Reset" button will return the fields to their original values. Clicking the "Cancel" button will ignore any changes and return to the imports listing.

 

Uploading a Data File to an Import Job

To upload a new data file to an import job:

  1. While in the imports listing popup, click the "Data" button for the appropriate job.
  2. A new screen will show that allows you to upload a file.
  3. After selecting and waiting for the upload to complete, click the "Submit" button to save the changes. Clicking the "Cancel" button will ignore any changes and return to the listing. Note that uploading a file without subsequently clicking "Submit" will not associate the new data file to the job.

 

Testing an Import Job

To test an import job:

  1. While in the imports listing popup, click the "Test" button for the appropriate job.
  2. The testing operation will be carried out immediately (this could take some time).
  3. When the operation is complete, the test results will be displayed. Messages for each error encountered will be displayed. For errors that are associated with a certain record in the data sheet, the row number and column name of where the error occurred should be reported.
  4. When finished viewing the errors, click the "Done" button to return to the imports listing.

 

Processing an Import Job

To process an import job:

  1. While in the imports listing popup, click the "Process" button for the appropriate job.
  2. You will be prompted to confirm the action. Click the "Yes" button to continue, otherwise click the "No" button to return to the imports listing.
  3. If "Yes" was clicked, the import job will be processed; this operation could take some time.
  4. When the processing is complete, you will be alerted of the status of the import. If no errors are reported, the processing was successful and the data should be live in the system. If errors were encountered, they will be displayed and any changes that were made during the processing will have been rolled back.
  5. When finished, click the "Done" button to return to the imports listing.

 

Purging an Import Job

To purge an import job:

  1. While in the imports listing popup, click the "Purge" button for the appropriate job.  If this button is not visible, then the job is not able to be purged.
  2. You will be prompted to confirm the action. Click the "Yes" button to continue, otherwise click the "No" button to return to the imports listing.
  3. If "Yes" was clicked, the import job will be purged; this operation could take some time.
  4. When the purging is complete, you will be alerted of the status of the import. If no errors are reported, the purging was successful and the data should be removed from the system. If errors were encountered, they will be displayed.
  5. In the case of errors, only part of the data may have been removed from the system. Another purge should be attempted to clear out the remaining data. If you experience consistent errors, contact the support team for help.
  6. When finished, click the "Done" button to return to the imports listing.

 

Deleting an Import Job

To delete an import job:

  1. While in the imports listing popup, click the "Delete" button for the appropriate job.
  2. You will be prompted to confirm the action. Click the "Yes" button to continue, otherwise click the "No" button to return to the imports listing.
  3. If "Yes" was clicked, the import job will be deleted. You will return to the imports listing once the deletion has taken place.