Bulk Data Uploads

Administrators are able to upload base data (such as faculty, units, and course information) in bulk in order to add a large amount of information with ease. Bulk uploads can also be used to manage and modify existing data. This article will cover how to manually add and manage data using the various bulk upload types.

Bulk data can also be uploaded automatically via SFTP. Please reach out to your Interfolio contact for more details on setting up auto-loads in Faculty180.

New Uploads

When uploading a particular data set for the first time (or the first time after a change to the file format), it's recommended to test the upload in a test or development database before uploading to Production.

  1. Verify the file format by reviewing the column structure for the applicable upload type in the Setup menu. A template is also available to be downloaded to ensure that the file is formatted correctly
  2. Navigate to Administration > Administration > Bulk Data > Upload Data
Scroll down the page, and click "Upload Data" under the Bulk Data section of the Administration page

The Upload Data page will display a list of the 50 most recent previous data loads including the time generated, load type, semester, unit, number added, duplicates, and errors. The listed results can be narrowed down by using the filters at the top of the page.

  1. Scroll to the bottom of the page and click the "New Upload" button
  2. Select the Upload Type

The remaining upload options will change based on the upload type that's specified. Jump to Upload Fields to see a detailed breakdown of the options associated with the different upload types

  1. Complete the remaining fields for the upload
    • Required fields are noted with an asterisk
    • All upload types will allow for a term and unit to be selected
  2. Click "Choose File" to select the file to be uploaded. Check the "File Has Header Row" box if applicable so that the data in the first row of the file is not included in the upload
  3. Click the "Validate" button to validate the file format.

The Validation process checks for file type (uploads must be in a .CSV format), number of columns, and required data in the upload. If the file format is incorrect, there are more/less columns than available on the upload form, or there is missing required data in any row, the file will not be uploaded and the error reason will be listed.

Please note that this process is limited to the above criteria and does not validate the data itself for accuracy.

  1. Once the file has been validated successfully, click "Upload"
Upload Fields
Field Upload Types Definition
Semester
  • All
 The academic term for which the data is being uploaded. While there is generally only one “Semester" field to be completed, some upload types will also have the option to include multiple terms based on the file content.
Unit
  • All
 The unit that the data is being loaded for. Similar to the Semester field, only one unit can be selected for this field, but some upload types will allow for multiple units to be included based on the file content.
Update Existing Records
  • Courses Taught
  • Faculty 
  • Courses
  • Course Prefixes
  • Committees
  • Units
  • Scholarly Outlet Metrics
  • Scholarly Outlets
  • Support Accounts

When the box is checked to update existing records, the system will match each line in the file to any entries which already exists in the system. It will then update any discrepant information in the existing entry instead of creating a new entry.

The fields that the system matches against are different for each file type. Please reach out to help@interfolio.com or your Interfolio contact for more details on the fields that must match in order for an entry to be updated.
Display Terms in First Two Columns
  • Courses Taught
 If the Courses Taught file contains entries for multiple terms, then this box should be checked so that the system uploads the Courses Taught to the terms specified in the file and not the “Semester” field selection.

If this option is selected, the file will need to be formatted with two additional fields as the first two columns:
  1. Semester
  2. Calendar Year
Remove Existing Courses Taught For Selected Term
  • Courses Taught
 There are three options available to manage existing Courses Taught:
  1. Yes, remove courses being taught not in upload - This will remove any Courses Taught records that are not included in the upload for the selected term. Courses Taught records from other terms will not be impacted.
  2. Yes, remove courses being taught for useres in the upload - Removes all Courses Taught records in the specified term for faculty who are present in the file. Faculty who are not included in the file will not be impacted.
  3. No, just add new courses - No existing Courses Taught records will be removed, and new entries will be added.
Check To Inactivate Faculty Not In Upload
  • Faculty
 In order to help keep the list of faculty up to date, faculty accounts can be deactivated in bulk by checking the “Check to Inactivate Faculty Not in Upload” box.

Once this box is checked, a dialouge box will open allowing the administrator to refine which faculty accounts should be deactivated. The options available to choose from are employment status, term(s), and whether or not login should also be disabled for the applicable users.

Once the upload is complete, any faculty member who was not included on the faculty file and met the selected criteria will have their employment status updated to “Inactive".
Respect Locked Preferred Names
  • Faculty
 If the “Preferred Name” faculty classification has been locked and “Yes” is selected for this field, then the faculty file will not alter the name for the applicable faculty members.
Do Not Send Login Details
  • Faculty
 This box is checked by default and will prevent an email going out to faculty in the uploaded file with login instructions.

The content of this email is not modifiable and does not apply to institutions utilizing Platform SSO, so it is recommended to keep this box checked to ensure that school administration is able to send customized and accurate notification to faculty.
Display Terms in First Four Columns 
  • Faculty Classifications
 If the Faculty Classifications file contains entries for multiple terms, then this box should be checked so that the system uploads the Faculty Classifications to the terms specified in the file and not the “Semester” field selection.

If this option is selected, the file will need to be formatted with four additional fields as the first four columns:
  1. Start Semester
  2. Start Calendar Year
  3. End Semester
  4. End Calendar Year
Remove Existing Position Titles
  • Current Positions
 There are three options available to manage existing Position Titles:
  1. Yes, remove all existing position titles - Will remove all current positions from the institution. Unlike Courses Taught, this will apply to all position titles regardless of the Semester selected.
  2. Yes, remove all existing positions for users in upload - Removes all current positions for faculty in the file being uploaded, again regardless of selected Semester.
  3. No, update existing position titles - Updates all existing position titles with information from the data load.
Remove Existing Secondary Assignments
  • Secondary Unit Assignments
 There are four options available to manage existing Secondary Unit Assignments:
  1. Yes, remove all existing secondary unit assignments - Will remove all current Secondary Unit Assignments from the institution regardless of the Semester selected.
  2. Yes, remove existing secondary unit assignments for users in upload - Removes all current Secondary Unit Assignments for faculty in the file being uploaded, again regardless of selected Semester.
  3. Yes, remove existing secondary assignments for users not in upload - Removes all current Secondary Unit Assignments for faculty not in the file being uploaded, again regardless of selected Semester.
  4. No, just add new assignments - No existing Secondary Assignment records will be removed, and new entries will be added.
Viewing and Managing Previous Uploads

Once a file has been uploaded, administrators can review the new entries, duplicates, and errors as well as make any necessary changes. This is particularly helpful if a small number of entries should be updated; if a large number of entries need to be modified, then the recommended course of action is a new bulk upload set to update existing records.

To view and edit historical uploads:

  1. Navigate to Administration > Administration > Bulk Data > Upload Data
    • The Upload Data page will display a list of the 50 most recent previous data loads. Entries will become unavailable based on the oldest record once more than 50 uploads have been done. Once a record is removed from the list, it is no longer editable
  2. Locate the applicable entry and click the pencil icon to edit
    • To help narrow down the list of records displayed, use the filter options (unit, upload type, and/or semester)
    • The list can also be sorted by clicking on the relevant column header
  3. Click on the hyperlinked number under the "Added", "Duplicates", or "Errors" column to review the records for that disposition
1.Click on the hyperlinked number under the "Added", "Duplicates", or "Errors" column to review the records for that disposition

Disposition Types and Available Actions

  1. Added - new records which were uploaded successfully
    • Options:
      • Download file - Returns a CSV file of all new entries in the original upload
      • View - View the details of a specific records
  2. Duplicates - duplicate records which already existed in the system. Please note that existing records which which were updated during the upload will still appear under "Duplicates" and not under "Added"
    • Options:
      • Download file - Returns a CSV file of all duplicate entries in the original upload
      • Edit - Allows the administrator to make changes to the details of a specific record
      • Resubmit records - Submits any changes made by the administrator using the "Edit" function. This allows the administrator to make changes without uploading a new file
  3. Errors - records which were not able to be added to the system. The cause of the error will be listed in the "Reason" column, and more details about these error reasons can be found below
    • Options:
      • Download file - Returns a CSV file of all entries resulting in an error from the original upload
      • Edit - Allows the administrator to make changes to the details of a specific record
      • Resubmit records - Submits any changes made by the administrator using the "Edit" function. This allows the administrator to make changes and resolve errors without uploading a new file
      • Delete - Removes the record of the entry and error from the logs. Deleted entries can not be restored or modified in the future, and a new upload will be required if the entry is needed
Upload Error Messages
Error Message
 Description Next Steps
Invalid unit
 File contains a Unit that does not exist in the Faculty180 unit hierarchy.
 Check the Faculty180 unit hierarchy, and add any missing Units, or modify the invalid unit(s) in the file.
No parent unit found
 A parent Unit is missing in Faculty180 for the unit in the file.
 Check Faculty180 unit hierarchy, and add missing parent unit.
Current user email does not match records on file
 The user’s email address in Faculty180 does not match their Interfolio account primary email.
 Contact Interfolio support to remediate.
Email associated with another user
 This can occur when trying to update a faculty email with an email address that is already in use by a different Interfolio account,
 Contact Interfolio support to remediate.
Missing Classification Level: <classification field name>
 This can occur when trying to load or update using a value that is not available in the configured list of values.
 Modify the file so that it contains valid classification values, or add the new value to the Faculty180 classification drop-down list.
Missing Faculty Member
 The facultyID could not be found in Faculty180.
 Check that the facultyID is listed correctly. If new, add the new faculty member.
No prefix matches
 The course prefix cannot be found in Faculty180.
 Check that the prefix is listed correctly. If new, add the new prefix to Faculty180.
No course matches
 The course prefix and number combination cannot be found in Faculty180.
 Check that the prefix and course number is listed correctly. If new, add the new course to Faculty180.
No term matches
 The term cannot be found in Faculty180
 Check that the term is listed correctly. If new, add the new term to Faculty180.
Account exists as a Support Account
 Occurs when trying to update a Support Account using a Faculty file.
 Support accounts can be updated using the Support Account file type, or manually using the UI,
Duplicate Record
 Duplicate records are skipped.
 Check the file for any duplicates, and remove if needed,
User does not have a PID
 The user does not have an associated Interfolio account.
 Contact Interfolio support to remediate,
Email not defined in upload
 Check that the failed record has a valid email address.
 Fix the failing email address,
Failed to copy file
 This can occur when the file is removed during the load process, or it can signify a system error.
 Contact Interfolio support to remediate,