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About Autoload Information

Autoloads are dependent on having Secure File Transfer Protocol (SFTP) access to the Interfolio servers. Please submit a support request to help@interfolio.com for SFTP setup prior to, or in conjunction with, the request for autoload setup. For autoload planning, please complete the client data survey form available upon request.

 

Autoloads of base data files for Faculty, Faculty Classifications, Current Positions, Prefixes, Courses, and Courses Taught are supported. Files will be processed if they:

  • are in the required file format (.csv or .txt), 
  • are in the required column order (based on the set-up in the database),
  • have been SFTP'd into the autoload folder for the targeted database.

Notifications (logs) will be sent after file processing is completed or if there are issues with file processing and it could not be completed. When submitting a request for autoload setup, please provide the email address(es) for those who should receive these notifications.

Autoload Information

Time of Import

Imports are scheduled for processing at 3:30 AM EDT / EST daily. If no files are found, then an import will not occur.

 

Upload Configuration

To set up autoloads review file processing settings:

  1. Navigate to File Configuration. Check out our article on how to configure the Upload Form for more information.
  2. Navigate to File Settings. Check out our article on how to conduct Bulk Data Uploads for more information.

Note that autoload settings require an Interfolio System Administrator to save the settings. Please submit a support request for assistance in setting up the autoload feature.  If changes to the saved settings are needed, please submit a support request for assistance.

 

Non-base data files (except for grants) are not supported for autoloading at this time.

 
 

File Location

  • All files will be located in a directory created by Faculty Activity Reporting (FAR, Faculty180).
  • Each database will then have a subdirectory under the autoload directory. (For example, /autoload/databasename/ and /autoload/databasename_dev/).
  • Supported file types are .csv and .txt only.

The following formats are not supported and should not be included:

  • .doc
  • .docx
  • .pdf
  • xls
  • .xlsx
  • subdirectories, etc.
 
  • For production: /autoload/databasename/ 
  • For development: /autoload/databasename_dev/

Action/Folder
 
Description
 
autoload First level subdirectory - please do not place files here.
dbid Production database directory for base data autoload (only files for faculty, current position, faculty classification, prefix, courses, courses taught). Autoload has to be set up in order to support this processing.
notification.txt After file processing, notifications are sent to the email addresses that have been added here.
dbid_dev Development database directory for base data autoload (only files for faculty, current position, faculty classification, prefix, courses, courses taught). Used only for testing setup during implementation.
notification.txt After file processing, notifications are sent to the email addresses that have been added here.
incoming

All non-base data files, such as grants, advising, professional development, and more, that are not supported by the base data autoload.

Do not direct files here.

 
did Files such as grants, advising, scholarship, and more from the client will be directed here if the file is to be loaded into production.
old_files After processing non-base data files into production, those files will be placed here.
dbid_dev Files such as grants, advising, scholarship, and more from the client will be directed here if the file is to be loaded into development.
old_files After processing non-base data files into development, those files will be placed here.
dbid_transfer Files such as grants, advising, scholarship, and more from the client will be directed here if the file is to be loaded into transfer for review.
old_files After processing non-base data files into transfer, those files will be placed here.
outgoing Interfolio use only. Any non-base data files  that are not supported by the base data autoload), such as file logs, Interfolio generated file extracts (limited scope).
file_extracts Managed by Interfolio based on limited scope use cases.
logs Non base data processed file logs such as grants, advising, scholarship and more - recent version.
old_logs Non base data processed file logs - older versions.
processed Base data autoload files are moved here after processing. Only files for faculty, current position, faculty classification, prefix, courses, and courses taught.
dbid Autoload processed into production.
dbid_dev Autoload processed into development - only used for testing set up during implementation.
 

Notification

Each directory under /autoload/ will have a file titled notification.txt. This file will hold, one per line, the email addresses of people who should be notified upon completion of autoload processing. These emails will contain information on the upload, including counts of new, duplicate, and failed records as well as a list of lines that were duplicate or failed. Emails in this file could include FAR administration or the entity that creates files for automatic upload.

 

File Naming

  • Faculty180_<upload_type>_<yyyy>-<mm>-<dd>_<sequence>.csv
    •  Faculty180_CoursesTaught_2015-08-11_01.csv
      • This indicates a Courses Taught file to be uploaded and was the first upload file of this type received on 2015-08-11
      • If a second Courses Taught was to be sent on the same day, the sequence would change: : Faculty180_coursestaught_2015-08-11_02.csv

Available upload types will include the following:

Supported Import <upload_type> Example Filename
Faculty faculty faculty180_faculty_2019-08-11_01.csv
Faculty Classifications facultyclassifications faculty180_facultyclassifications_2019-08-11_01.csv
Current Positions current positions faculty180_currentpositions_2019-08-11_01.csv
Current Prefixes prefix faculty180_prefix_2019-08-11_01.csv
Courses courses faculty180_courses_2019-08-11_01.csv
Courses Taught courses taught faculty180_coursestaught_2019-08-11_01.csv
 

Additional Notes

  • Courses Taught files should include:
    • The first column should always be the term based on the University's database settings. This may be different for University. For example, Fall, Spring, Summer.
    • The second column should always be the calendar year (YYYY).
  • Faculty Classifications files should include:
    • The first column should always be the starting term based on the University’s database settings. It may be different for University. For example, Fall, Spring, Summer.
    • The second column should always be the starting calendar year (YYYY).
    • The third column should always be the ending term based on the University’s database settings. It may be different for University. For example, Fall, Spring, Summer.
    • The fourth column should always be the ending calendar year (YYYY).
 

Base Data Load Options Documentation

Check out our article on Bulk Data Uploads.

 

What happens when…

A file is processed?

For Supported Autoload Types that Meet Requirements

  • After processing, files are moved from the autoload folder to the processed folder.
  • Unprocessed files (those that do not meet requirements) remain in the autoload folder. The system will continue to try to process the bad file.
  • Please review the notifications that are sent. These failed files will be noted and the file should be deleted from the directory folder.
 
 

File modifications are needed?

  • It is possible to start with a file that only has the required data field and then add additional fields as needed.
  • This will require a change to the set-up. Please submit a support request before making changes to the current file.
 
 

A file must manually be loaded via the administrative feature after autoload settings have been saved?

  • Recommended cadence for autoloads is weekly.
  • If a file needs to be loaded between scheduled loads, it is possible to use the administrative use interface to load the file:
    • Navigation: Administration > Administration > Bulk Data > Upload Data > New Upload > Select the file type > Make selections as needed > Attach file > Validate > Upload.
  • If this off-schedule load requires a change to the saved autoload settings, please reset settings to the autoload configuration. This will not happen automatically and it will affect the auto file processing.