The CSV Upload Screen

Selecting Users>CSV Upload opens the CSV Upload screen, which allows you to bulk-add multiple students, teachers, Groups, and/or Enrollments by uploading one or comma-separated (CSV) file(s). This method is much more efficient for adding multiple items than the web screens, especially if you already have one or more database file(s) to work from.



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This screen contains the following functions:

  • Organization: Use this pull-down menu to select the Organization to which uploaded files will apply.
  • Add files: Clicking this button opens a standard File Upload dialog, which allows you to navigate to and select one or more CSV file(s) to upload to SchoolMessenger Passport.
  • Download Templates: Click this button opens a file download dialog that allows you to save the cvstemplates.zip file to an appropriate storage location on your computer or network. Passport Admin can select Data Model to be used in parsing and validating CSV files from a drop down menu in Users>CSV Upload. Each Data Model has it’s own template that can be downloaded and different set of supported CSV files. 


 The archive for SchoolMessenger Data API contains CSV files for each of the following:


  •       Schools:This template allows you to bulk-add schools to SchoolMessenger Passport.

  • Teachers:This template allows you to bulk-add teachers to SchoolMessenger Passport.

  • Sections:This template allows you to bulk-add groups. 

  • Enrollments:This template maps student users to group.
  • Students:This template allows you to bulk-add student users to SchoolMessenger Passport. 

  • Admins:This template allows you to bulk-add admins to SchoolMessenger Passport.



    The archive for Passport Basic Identity Data contains CSV files for each of the following:


  • Non-Students:This template allows you to bulk-add non-student users (such as teachers) to SchoolMessenger Passport.
  • Students:This template allows you to bulk-add student users to SchoolMessenger Passport.
  • Enrollments:This template maps student users to groups.
  • Groups:This template allows you to bulk-add groups to SchoolMessenger Passport. It also lists teacher users (Administrators) for each Group.


    The archive for Application Credentials Data contains CSV files for each of the following:



App_credentials.csv:This template allows you to bulk-add credentials for different applications to SchoolMessenger Passport.






Note: Please see CSV Upload (opens a new article) for information on adding Organizations to SchoolMessenger Passport via CSV file upload..


 


Downloading CSV Templates

To download the CSV file templates:

  1. Select Users>CSV Upload to open the CSV Upload screen.
  1. Click the Download Templates link.

    A standard File Download dialog appears.
  1. Navigate to and select the folder in which to store the csvtemplates.zip file.
  1. Extract the following templates from the archive:
  • enrollments.csv
  • groups.csv
  • non-students.csv
  • students.csv


 

Working with CSV Templates

This section describes how to work with the following template types:


Note: Please see CSV Upload (opens a new article) for information on adding Organizations to SchoolMessenger Passport via CSV file upload.


Note: Do not rename any of the CSV files. Renaming a CSV file will return a mapping error in SchoolMessenger Passport.


The general process of working with a template file is:

  1. Download the templates from the Admin Console as described in Downloading CSV Templates.
  1. Open the file(s) for editing in an application such as Microsoft Excel.
  1. Upload the file to the Admin Console and validate it as described in Uploading and Validating CSV Files.


 


Student Template

The students.csv template file contains the following columns:

  • User ID: Unique ID number assigned to each student (required).
  • Last Name: Last name of the student (surname; required).
  • Middle Name: Middle name or initial of the student.
  • First Name: First name of the student (required).
  • Gender: Gender of the student (either M or F, as appropriate).
  • DOB: Date of birth of the student, in mm/dd/yyyy format.
  • Grade: Grade of the student.
  • Email: Email address of the student.
  • Role ID: Role assigned to the student.
  • User Name: Username used by the student to log into SchoolMessenger Passport. If you leave this column blank, then SchoolMessenger Passport will automatically generate a username based on the algorithm assigned to the Organization within which you are adding that user (see Adding an Organization; opens a new article).
  • Password: Password used by the student to log into SchoolMessenger Passport. If you leave this column blank, then SchoolMessenger Passport will automatically generate a password based on the algorithm assigned to the Organization within which you are adding that user (see Adding an Organization; opens a new article).



Non-Student Template

The non-student.csv template file contains the following columns:

  • User ID: Unique ID number assigned to each teacher (required).
  • Last Name: Last name of the teacher (surname; required).
  • Middle Name: Middle name or initial of the teacher.
  • First Name: First name of the teacher (required).
  • Gender: Gender of the teacher (either M or F, as appropriate).
  • Email: Email address of the teacher.
  • Role ID: Role assigned to the teacher.
  • User Name: Username used by the teacher to log into SchoolMessenger Passport. If you leave this column blank, then SchoolMessenger Passport will automatically generate a username based on the algorithm assigned to the Organization within which you are adding that user (see Adding an Organization; opens a new article).
  • Password: Password used by the teacher to log into SchoolMessenger Passport. If you leave this column blank, then SchoolMessenger Passport will automatically generate a password based on the algorithm assigned to the Organization within which you are adding that user (see Adding an Organization; opens a new article).



Groups Template

The groups.csv template file contains the following columns:

  • Group Name: Name of the Group.
  • Group Description: Brief description of the Group (required).
  • Teacher ID: User ID of the teacher assigned as the Administrator for that Group.



Enrollments Template

The groups.csv template file contains the following columns:

  • Group ID: Unique ID number assigned to each Group (required).
  • Student ID: User ID of the student assigned to that Group (required).


Note: The same Group ID can be used multiple times in the same CSV file. For example, if a Group has 30 students assigned to it, then that Group ID will appear 30 times (once for each Student ID).


 


Uploading and Validating CSV Files

To upload a completed CSV template:

  1. In the Data Import Queue screen, either:
  • Click the Add Files link to open a standard File Upload dialog that allows you to navigate to and select the file to upload. Click Upload to close the dialog and upload the file to SchoolMessenger Passport.
  • Click the Add File icon (+) next to the file type you want to upload. A standard File Upload dialog appears that allows you to navigate to and select the file to upload. Click Upload to close the dialog and upload the file to SchoolMessenger Passport.
  1. Click the Validate and Upload button to upload and validate the specified file(s).

    SchoolMessenger Passport will upload the file(s), perform validation on the file(s), and then either:
  • Display the message Validated and Uploaded for every successfully uploaded file. An arrow appears under the filename. Clicking this arrow expands the list of item(s) added, changed, or removed in SchoolMessenger Passport. Proceed to Step 3.
  • Display the message Validation failed and list any validation error(s) in the uploaded file(s). Clicking the arrow under the filename opens an expanded view with a detailed breakdown of the error(s). Click the Reset button to reset the upload, correct the error(s) in the CSV file, and then attempt the upload again.
  1. Click the Verify Changes button to proceed to verify the number of items that will be added, removed, and/or updated.

    SchoolMessenger Passport performs the validation and then refreshes the CSV Upload screen to display a summary of the changes (additions, deletions, and/or updates) being made. Clicking the down arrow expands the list to show a detailed view of each change.

  1. Verify the change(s) as needed, and then click the Commit to Production button to finalize the changes.

The Version History table lists the following information for each CSV file that has finished uploading to SchoolMessenger Passport:

  • Version ID: Version number of the file that was updated.
  • Commit Date and Time: Date and time that the file was uploaded to SchoolMessenger Passport.
  • Committed by: Email of the user who uploaded the file.
  • Status: Status of the file. This will be one of the following:
  • Pending propagation: SchoolMessenger Passport is performing the specified update(s).
  • Propagation failed: An error occurred. Contact Technical Support for assistance.
  • Successfully in production: SchoolMessenger Passport has successfully made the specified update(s).
  • Download: Clicking this button opens a standard File Download dialog that allows you to download the original .CSV file in compressed (ZIP) format and save it to the specified location on your computer or local network.