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Load Data in Bulk to Lifecycle Management

This article explains how to perform data uploads in Lifecycle Management (LM) using CSV files. Interfolio provides downloadable CSV templates for each data load type. Once uploaded, the information populates the appropriate areas for immediate use. Uploadable data types include Series, Workloads, Professional Journeys, Ranks, Rank Events, Faculty Profiles, and Appointments.

 

Custom terminology may be used by organizations, resulting in different terms for data types.

 

Load Data in Bulk

  1. Navigate to the Administration page and click the Load Data tile.
    Load Data selected on the Administration page
  2.  On the Load Data page, click the +New Upload button
    New Upload button clicked on the Load Data page
  3. On the New Load page, select the Type of item to upload from the dropdown.
    Load Type dropdown with Series, Workloads, Professional Journeys, Ranks, and Rank Events as options

    Required File Upload Sequence

    Series > Professional Journeys > Ranks > Rank Events > Faculty Profile  > Appointments  > Title (required) > Past Events (optional) > Workload (optional)

     
  4. Click the Download Template File button to download a CSV template with the required fields already set up.
    Download Template File button clicked
  5. Open the CSV template and read the Instructions and Data_Sample tabs.

    The instructions ask to create a file using the required columns. These are listed under the Field column on the Instructions tab of the CSV template.

     
  6. Enter the appropriate values on the Series_Template tab and save the file as a CSV.

    Before Saving File

    If you entered data into the template, delete the Instructions and Data_Sample tabs. Save the completed file as a CSV, as other formats are not accepted.

     
  7. Click Select File for Upload to select the desired file to upload.
    File Upload section with Select File for Upload button selected.
  8. Check the Configuration & Preview sections to confirm the mapping for each column in the uploaded file.
    Configuration & Preview section with dropdown select options for mapping information

    Click through the rows of the file using the Previous and Next buttons to make sure all the data is accurate.

     
  9. Click the Continue & Process button when finished, then check for errors in the # of Error Items column on the right-hand side.
    Load Data page with columns Upload Type, Date, Status, # of Successful Items, and # of Error Items

If the data uploads with errors, click the Download error items link under the # of Errors column and open the file. View the Processing Errors on the downloaded file and orrect them on the CSV template from earlier. Reupload.

 

FAQs

Will the file uploader accept any file regardless of the number of columns as long as the appropriate headers are indicated?

Yes, as long as the names of the header rows match the template, the file may contain additional columns.

 

How does the "update existing items" toggle work when loading a new file?

Optional fields can be updated (when using the update flag). Faculty not included on the list will not be removed from the system. When uploading Profile or Appointment files, rows may be left in the setup sheet of existing records already loaded to the system. These will be skipped. The Update flag is available on the Faculty Profile file and Appointment File. Currently, there are some required fields that can be changed. Fields that cannot be changed are those that are used to build the timeline. 

The following fields cannot be changed:

Profile template:

  • Email Address

Appointment template: 

  • Email
  • Unit Name
  • Series Name
  • Journey Title
  • Rank Name
  • Start Date
 

The following fields can be changed:

Appointment template:

  • Contract Expiration
  • Title
  • Position ID
  • Compensation
  • Employee type
  • Workload Name
  • Appointment Notes
  • Past Appointment
 

Date Hired can be changed but this will not change the date of any existing timelines. To correct this, consider adding an exception event to the faculty member's timeline.

 
 

How should you use the position ID found on the Appointments file?

This field may be used to capture the faculty member's institutional position number. This is a text field so it can be repurposed for other needs as well.

 
 

 

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