(C-2) Upload Base Data

The content in this knowledge base is based upon the standard FACULTY180 environment. Your institution may have made changes to configure the FACULTY180 environment to meet your institution's needs; therefore, the screens in your FACULTY180 environment may differ slightly from the knowledge base. For more information, please contact your FACULTY180 administrator.

Best Practice: If this is the first time loading a particular data set, or if there have been any recent changes to the file format, it's always a good idea to test out data uploads in the Development database, just to make sure everything loads smoothly.

Setup: Verify Column Structure

1. Before performing an upload, make sure your column structure is set up in the system

From the Upload Form page you can configure and confirm the file structure of your data in the system.

Go to Administration > Setup  and look for Upload Form under the Configuration section.

2. Data to Upload: Select the type of data upload you want to perform

Under Section A, click Data to Upload. You will see a list of available upload types.

Note: If you have added activity classifications for courses taught or faculty classifications for faculty data, those should appear in this list as well.  

3. Check to make sure the correct Upload Fields are set to display or marked "Not Shown" for whatever type of upload you choose, and confirm the columns are set to display correctly

  • You can set the order in which the Upload Fields will display (column 1, column 2, etc). by selecting the number.
  • You can click Download Current Template to see a CSV sample of the output.

Note: Fields with an asterisk are required.

 

For more information on the fields available for each 'type' of load, click here to read more.

How to Access Upload Data Page & Begin a New Data Upload  

2. Scroll down the page, and click "Upload Data" under the Bulk Data section of the Administration page

About the summary table on the Upload Data page of the Administration section:

Here you can see the results of previous data loads. The summary table displays a history of previous loads including the time generated, load type, semester, unit, number added, duplicates, and errors.

The options that appear in the box at the top of the Upload Data (Bulk Uploads) page allow you to filter all the results of previous uploads.

Note: In most instances, it is not necessary, but you may need to Select the unit for which the data is being uploaded. Most data is uploaded at the university level, even if it is for a subunit. The data will flow down to each unit as necessary.

Select the Type to filter the list by particular type of load. Click Enable Filter to select a particular semester to display.  

By clicking the Edit icon, under the Actions column for  particular load, you can get access to a summary of the individual upload to view the added entries, duplicates, errors etc.

Sample of the Upload Data page. Click the EDIT arrow to the right to access individual upload records.
How to Upload Base Datasets:

Quick Summary of steps  involved in uploading base datasets:

Scroll down for in-depth and illustrated explanations of the steps listed below.

  1. Click New Upload at the bottom of the Administration page
  2. Select Upload Type: In the Type list, select the type of data being uploaded.
  3. Select the academic term for which data is being uploaded.
  4. The Update Existing Records check box provides administrators with the option of choosing to upload duplicate/existing records (if the record already exists in FACULTY180, both records will be uploaded), or ignoring duplicate/existing records and only uploading new records. This option is not applicable to all data types.
  5. Confirm or select the unit for which data is being uploaded.
  6. Select the file to be uploaded in the Choose File section. If the file contains a header row, select the File Has Header Row so the data in the header row is not uploaded.
  7. Validate the file format by clicking Validate. The file format will be tested before the file is uploaded.
  8. After the file is validated, click Upload to start the upload process.
  9. After the upload process is complete, you can view the details for the uploaded file. Any duplicate files can also be viewed, if necessary.

Note: Either direct or indirect methods of data uploads can be used:

  • Direct: automated data transfer to the FACULTY180 server
  • Indirect: manual file upload via SFTP (manual file uploads are managed by the institutional software administrators)

Detailed Instructions:

To get started, click New Upload at the bottom of the Administration page and follow the directions below.

1. Select Upload Type

In the Type dropdown, select the type of data being uploaded.

Depending on the type of data being uploaded, the information in the Current Upload Fields section and other options in this screen will differ.

2. Select Semester

Semester: Select the academic term (semester and year) for which data is being uploaded from the dropdown list.

There are different functions for certain data types where the dropdown for the term is not used to associate a term to the provided data.

The various options in the Select Semester section (and all other sections on this page) depend on the upload being made. Data will be handed differently when particular options are chosen in the options selector.

For example, Display Terms in First Two Columns and Remove Existing Courses Taught appear  in when Courses Taught is the selected data type, but

See below for an explanation of the various options available on this form depending on the upload type.

Update Existing Records: This check box provides administrators with the option of choosing to upload duplicate/existing records (if the record already exists in FACULTY180, both records will be uploaded), or ignoring duplicate/existing records and only uploading new records.

Note: This option is not applicable to all data types.

3. Select Unit

This setting indicates what unit the data is being loaded for. This defaults to "University."

To change the unit click Change.

Select the unit for which data is being uploaded.

4. Choose File

Select the file to be uploaded in the Choose File section. If the file contains a header row, select File Has Header Row so the data in the header row is not uploaded.

5. Validate File

Clicking Validate counts the number of columns in the file and compares it against the upload configuration as set up in administration > setup > upload form.

6. Click "Upload" to start the upload process

After the file is validated, click Upload to start the upload process. After the upload process is complete, you can view the details for the uploaded file and any duplicate files can also be viewed (if this applies).

How to Upload Faculty Data

When uploading faculty data, administrators can disable logon access to FACULTY180 for inactive faculty accounts that are not included in faculty uploads.

The instructions below explain how to disable logon access for inactive faculty accounts not included in faculty uploads:

Access the New Upload screen in the Bulk Data section of Administration

  1. Under the Admin section of the navigation menu, click Administration.
  2. Scroll down to the Bulk Data section, and click Upload Data. The Upload Data screen will display.
  3. Click New Upload. The New Upload screen will display.

1. In the "Select Upload Type" section, select "Faculty" from the drop down menu:

2. In the "Select Semester" section, select "Check To Inactivate Faculty Not In Upload":

2.1. Set options in the "Inactivate Faculty Not In Upload" dialog box, and submit:  

  1. In the dialog box that opens, select the type of faculty accounts (based on employment status) that should be inactivated and not included in the faculty upload.
  2. Select Disable login status for the users selected above if you want to disable FACULTY180 access for the selected inactive users.
  3. Click Submit

If you are receiving validating errors, you must check the data to ensure that it is being uploaded properly with the selected Upload Form. Typically validation errors occur because the selected spreadsheet has either too many or too few columns. The other reason would be if they are trying to load a file that isn't .csv format.

Upload Types: Explanation of Upload Form Fields and Settings

If there are fields that you believe should be present, it may be that the Upload Form needs to be updated. You can update this form by going to Administration > Setup > Configuration > Upload Form.

On the New Upload screen, within the Bulk Data section, you are able to choose the type of upload you would like to perform in section 1- Select Upload Type, as displayed below.

Once you select an upload type, the page will update to display the fields and options necessary to capture information for the data type you have selected.

Below, you can expand each section to see an explanation of the fields and options for common upload types that require particular settings.

Courses Taught

After selecting Courses Taught in the Type field, the page will update to display the upload form for that data type.

If there are fields that you believe should be present, it may be that the Upload Form needs to be updated. You can update this form by going to Administration > Setup > Configuration > Upload Form.

Courses Taught Upload Options

When Courses Taught is the selected data type in Section 1, the following fields can be configured in Section 2 - Select Semester:

  • Semester: Select the semester for the data you are uploading.
    • These options only apply to courses taught that are being loaded that do not use the options below.
  • Display Terms in First Two Columns (only if uploading Multiple Terms): This setting allows users to add two additional fields, "Semester" and "Calendar Year," in the first two columns of the file. This is useful for loading multiple terms. If this option is selected, the semester dropdown will only be used to populate the term in which the file is loaded. Your data must have these columns at the start of the data when checked. If enabled, than the semester field will not be available.
  • Remove Existing Courses Taught for Selected Terms*:
    • Yes, remove courses being taught not in upload: Removes any Courses Taught records in the selected terms that are not included in the upload. So if a course was taught last semester, and it is not included in this upload, than it will not be removed from the Courses Taught records for the selected term.
      • Note: If you DID provide courses taught for multiple terms, both terms would have courses taught removed.
    • Yes, remove courses being taught for users in the upload: Removes Courses Taught records for faculty who are present in the file within the term range. This option removes records of previous Courses Taught ONLY for users within this upload. So if a user is in this upload, and they are not indicated as teaching a course any longer, than it would be removed from their activity record for the selected term.
    • No, just add new courses: This option will not remove Courses Taught that were added/existed in the selected term, but will add new records.
  • Update existing records*:
    • No: If during the load, the system encounters records that are already in the system, it will skip that record in the file and leave what exists currently.
    • Yes: If during the load, the system encounters a record that exists in the system already, it will update the values with provided ones.

(*) Indicates a required field.

Courses Taught Fields
                                                                                                                                                                                                                       
Courses Taught
Field Name Type Primary Key Field Required Notes
Prefix Prefixes In system Yes Yes Prefix must match on all course  files.
Course  Number Text Yes Yes Course number must match on all  course and courses taught files.
Course  Designation Text Yes (if used) No The Course Designation field  contains an additional key field that can be used to separate a 'like'  course. If the Prefix and Course Number are the same, the Course Designation  field can hold another value to separate enrollment values or other values as  needed.
Section Text Yes Yes  
Faculty ID Faculty ID in system Yes Yes  
Course  Title Text      
Faculty  Name Text      
Enrollment Numeric Yes Yes  
Maximum  Enrollment Numeric      
Graduate  Enrollment Numeric      
Upperclassmen  Enrollment Numeric      
Underclassmen  Enrollment Numeric      
Location Location Abbreviation in system     Value must match location  values. (Admin > Set Up > School > Locations)
Days Text      
Time Text      
Credit  Hours Numeric      
Instruction  Mode Text      
Lab Hours Numeric      
Lecture  Hours Numeric      
Extra  Hours Numeric      
Extra  Hours Label Text      
Teaching  Load Numeric      
Weight Numeric      

Faculty

After selecting Faculty in the Type field, the page will update to display the upload form for that data type.

If there are fields that you believe should be present, it may be that the Upload Form needs to be updated. You can update this form by going to Administration > Setup > Configuration > Upload Form.

Faculty Upload Options

When Faculty is the selected data type in Section 1, the following fields can be configured in Section 2 - Select Semester:

  • Semester: Select the semester for the data you are uploading.
    • Note that this information is generally used for populating the summary table discussed above, and depending on the data received, may also be used to update values for faculty classifications such as employment status.  
      • Note: See here for more information about how faculty classifications are populated during faculty data load
      • Configuration of faculty classification values (expected behavior of faculty classifications during faculty base data load): When a record is first received and the faculty ID does not have existing records in the system, the faculty base data load will populate faculty classification data values based on data received during the load. If the faculty based data load contains "year started," classifications will be added starting with the year started. For example, if a faculty member was listed as Full time in 2001 in the "start year" field in the file, this will display as Fall of 2001 to ongoing.
      • If a start year, date started is not provided, the system uses the selected semester in the upload form. In the base data load form, this is used to populate the begin date for faculty classifications in the file, providing this is a new file.  
      • Existing faculty accounts:
        • If loading data for faculty accounts that already exist, then faculty classification values are not calculated, updated, or modified with the data load.
        • Exisiting accounts have to be updated via a faculty classification data load.
  • Check to Inactivate Faculty Not in Upload -  When checked, faculty members who are not listed in the data being uploaded, but do have an account, will be marked with an employment status of Inactive. When checked, the Inactivate Faculty Not in Upload window will appear with the following options:
    • To inactivate faculty based on their employment status (FT, PT, Staff). These options are checked by default. Unchecking one means that employees with this status will not be effected by this option (not inactivated).
    • To set what terms to inactive the selected faculty members. You have the option to inactivate for just the current term, or to inactivate them indefinitely. The first option is used when you want to set faculty to inactive for the designated term only, so for example, when faculty takes sabbatical and returns to full time at a later date.  
    • Whether or not to disable login status for the faculty members selected above.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.
  • Respect Locked Preferred Names* - If a user's preferred name has been 'locked' than by selecting 'Yes', their name will not be altered by this new upload.

(*) Indicates a required field.

Faculty Fields
Create Faculty Accounts
Field Name Type Primary Key Field Required Notes
Faculty ID Text Yes Yes PeopleSoft = Faculty ID, Banner = PDIM (should be consistent with value needed for authentication)
Login Name Text
Yes
First Name Text
Yes
Last Name Text
Yes
 Middle Initial Text


 Suffix Text


Email Address Text
Yes
Primary Unit Unit Abbreviations in system
Yes The Primary Unit value must match the abbreviation of the 'unit' in the 0rganizational structure. (Admin > Set Up > School > Organizational Structure)
Employment Status ["Full Time", "Part Time",
Yes Only four exact values available. 
"Inactive","Staff"]
Year Started Text
Yes This is a critical field for the first faculty file load.  For new faculty accounts, the system will back-date the Employment Status to the 'year' in this field.  If there is no employment status set for an account, the data will not be pulled into reports. Format = YYYY
Rank Name Text
Yes Values must match values set up in Faculty Classifications. (Admin > Set Up > Customize > Faculty Classifications > Faculty Rank)
Tenure Status Text
Yes Values must match values set up in Faculty Classifications. (Admin > Set Up > Customize > Faculty Classifications > Tenure Status)
 SSN Text


Gender Text

Male or Female
Country of Origin Text

Based on ISO country list
Race/Ethnicity Hispanic/Latino of any race, American Indian or Alaska Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, White, Unknown or Not Reported

Based on OMB race / ethnicity guidelines 
Languages Text

If loading multiple, separate values using a pipe |
URL Text


Office Building Text


Office Number Text


Work Phone Text

(555)555-5555
Department Phone Text

(555)555-5556
Home Phone Text

(555)555-5556
Cell Phone Text

(555)555-5557
Street 1 Text


Street 2  Text


City Text


State or Province Text


Zip / Postal Code Text


Fax Number Text

(555)555-5557
Pager Text

(555)555-5557
Personal City Text


Personal State Text


Personal Street 1 Text


Personal Street 2 Text


Personal Zip / Postal Text


Secondary Email Text


Emergency Contact Text


Emergency Contact Phone Text

(555)555-5557
Country of Contact Text


Unit External ID (if needed) Text Yes (if used)


Faculty Classifications

After selecting Faculty Classifications in the Type field, the page will update to display the upload form for that data type.

If there are fields that you believe should be present, it may be that the Upload Form needs to be updated. You can update this form by going to Administration > Setup > Configuration > Upload Form.

Faculty Classifications Upload Options

When Faculty Classifications is the selected data type in Section 1, the following fields can be configured in Section 2 - Select Semester:  

  • Start Semester & End Semester - Determines the starting and ending semesters for classifications being added.
  • Display Terms in First Four Columns (only if uploading Multiple Terms) - If you are uploading multiple terms of data, select this option to add four additional fields in the first four columns; 'Semester' and 'Calendar Year', 'End Semester' and 'End Calendar Year'. When checked, the semester fields no longer apply, and your uploaded data must contain those four columns when this option is enabled.
    • Note: The system overwrites the semester fields, and the system will expect to see the first four columns of the file starting with start term, start year, and then end term, end year. We recommend that users select this option and provide the first four columns to avoid having to update semester settings above.
Faculty Classifications Fields
                 
Faculty Classification
Field Name Type Primary Key Field Required Notes
Faculty ID Text Yes Yes Additional Faculty  Classifications will be added specific to accreditation reports and/or  institutional initiatives.

Current Positions

After selecting Current Positions in the Type field, the page will update to display the upload form for that data type.

If there are fields that you believe should be present, it may be that the Upload Form needs to be updated. You can update this form by going to Administration > Setup > Configuration > Upload Form.

Current Positions Upload Options

When Current Positions is the selected data type in Section 1, the following fields can be configured in Section 2 - Select Semester:

  • Semester - Choose the semester for the data that you are uploading.
    • Note: the Semester field does not apply to the date being provided, the information is purely for the summary table.
  • Remove Existing Position Titles* - Choose whether or not you would like to remove existing position titles.. You have the following options:
    • Yes, remove all existing positions titles - Will remove all current positions from the institution. This option should only be used if the file being loaded contains all current positions for faculty at the insitution.
    • Yes, remove all existing positions for user in upload - Removes all current positions for faculty in the file being loaded.
    • No, update existing position titles- Updates all of the existing position titles, with information from the data load.

(*) Indicates a required field.

Current Positions Fields
                                             
Current Position Titles
Field  Name Type Primary Key Field Required Notes
Faculty  ID Text Yes Yes PeopleSoft = Faculty ID, Banner  = PDIM (should be consistent with value needed for authentication)
Primary  Unit Unit Abbreviations in system   Yes The Primary Unit value must  match the abbreviation of the 'unit' in the 0rganizational structure. (Admin  > Set Up > School > Organizational Structure)
Position  Title Text   Yes Faculty can have multiple rows  to include more than one position title
Date  Started Text      

Secondary Unit Assignments

After selecting Secondary Unit Assignments in the Type field, the page will update to display the upload form for that data type.

Note: If there are fields that you believe should be present, it may be that the upload form needs to be updated in the Upload Form page, within the Configuration section of the Setup page in the Administration tab.

Secondary Unit Assignments Upload Options

When uploading Secondary Unit Assignments, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Unit assignments are not term based, so this option just populates the summary table
  • Remove Existing Secondary Assignments* - Choose whether not existing secondary assignments should be preserved, or removed.
    • Yes remove all existing position titles: This will remove all secondary unit assignments at the insitution that were in the system prior to the load.  
    • Yes, remove existing existing secondary unit assingment for users in upload: This option removes all current positions for faculty in the file being loaded.
    • Yes, remove existing existing secondary unit assingment for users not in upload: This option removes secondary assingments for faculty not in the file being loaded.
    • No just add new assingments

(*) Indicates a required field.

Secondary Unit Assignments Fields
Secondary Unit Assignment
Field Name Type Primary Key Field Required Notes
Faculty ID Text Yes Yes PeopleSoft = Faculty ID, Banner = PDIM (should be consistent with value needed for authentication)
Unit Abbreviation Unit Abbreviations in system
Yes The Primary Unit value must match the abbreviation of the 'unit' in the 0rganizational structure. (Admin > Set Up > School > Organizational Structure)
Position Title Text


Unit External ID (if needed) Text

An external ID can be used if there is a conflict between the unit abbreviation value related to the faculty file (HR) and the unit abbreviation related to course prefixes (student).  An 'external ID' field can be added to the source of record for both and the value would be identical.  This is how the 'match' will occur in Faculty180.

Remaining Data Type Fields:

For the remaining data types in the Select Upload Type dropdown, the options in the upload form are similar. These are listed below under the fields for each type.

Note: As for the data types above, if there are fields that you believe should be present, it may be that the upload form needs to be updated in the Upload Form page, on the Configuration section of the Setup page in the Administration tab.

Courses

After selecting Courses in the Type field of Section 1, the page will update to display the upload form for that data type.

Courses Fields
Courses
Field Name Type Primary Key Field Required Notes
Prefix Prefix in system Yes Yes Prefix must match on all course files.
Course Number Text Yes Yes Course Number must match on all course files.
Course Designation Text Yes (if used) No The Course Designation field contains an additional key field that can be used to separate a 'like' course.  If the Prefix and Course Number are the same, the Course Designation field can hold another value to separate enrollment values or other values as needed. 
Course Title Text


Credit Hours Numeric


Lecture Hours Numeric


Lab Hours Numeric


Course Level ["Graduate", "Undergraduate"]

Exact values (see column B)
Description Text


Capstone Course Text 


Extra Hours Numeric


Extra Hours Label Numeric


Weight Numeric



Courses Upload Options

When uploading the Courses data type, you have the ability to configure the following fields in section 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Course Prefixes

After selecting Course Prefixes in the Type field of Section 1, the page will update to display the upload form for that data type.

Course Prefixes Fields
                                   
Course Prefix
Field Name Type Primary Key Field Required Notes
Prefix Text Yes Yes Prefix must match on all course files.
Prefix  Name Text   Yes  
Primary  Unit Unit Abbreviations in system   Yes The Primary Unit value must  match the abbreviation of the 'unit' in the organizational structure. (Admin  > Set Up > School > Organizational Structure)

Course Prefixes Upload Options

When uploading the Course Prefixes type, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Committees

After selecting Committees in the Type field of Section 1, the page will update to display the upload form for that data type.

If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Committees Fields
                                   
Committees
Field Name Type Primary Key Field Required Notes
Committee Name Text   Y  
Primary Unit Text   Y The Primary Unit value must  match the abbreviation of the 'unit' in the organizational structure. (Admin  > Set Up > School > Organizational Structure)
Description Text      

Committee Upload Options

When uploading the courses, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Units

After selecting Units in the Type field, the page will update to display the upload form for that data type.  If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Unit Fields
Create Organizational Structure (Units)
Field Name Type Primary Key Field Required Notes
Unit Name Text
Y
Unit Abbreviation Text
Y
Parent Unit Text
Y
Level Number Numeric
Y Level Number is based on the level number in the Unit Designation (Admin > Set Up > School > Details > Unit Designations)
Parent Unit External ID (if needed) Text
Y (if used) An external ID can be used if there is a conflict between the unit abbreviation value related to the faculty file (HR) and the unit abbreviation related to course prefixes (student).  An 'external ID' field can be added to the source of record for both and the value would be identical.  This is how the 'match' will occur in Faculty180.
Unit External ID (if needed) Text
Y (if used)

Units Upload Options

When uploading the Units data type, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Scholarly Outlet Metrics

After selecting Scholarly Outlet Metrics in the Type field of Section 1, the page will update to display the upload form for that data type.

If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Scholarly Outlet Metrics Fields
                                                     
Scholarly Outlet Metric
Field Name Type Primary Key Field Required Notes
Scholarly Outlet Type Text     The Outlet Type is the Sub Type  in the Scholarly Contribution section.
Scholarly Outlet Name Text   Y  
Metric Name Text   Y  
Metric Value Text   Y  
Metric Year Year   Y YYYY

Scholarly Outlet Metrics Upload Options

When uploading the Scholarly Outlet Metrics data type, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Scholarly Outlets

After selecting Scholarly Outlets in the Type field of Section 1, the page will update to display the upload form for that data type.

If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Scholarly Outlets Fields
                                                               
Scholarly Outlet Lists
Field Name Type Primary Key Field Required Notes
Scholarly Outlet Type Text     The Outlet Type is the Sub Type  in the Scholarly Contribution section.
Scholarly Outlet Title Text   Y  
Scholarly Outlet Abbreviation Text      
Publisher Text      
ISSN Text      
EISSN Text      

Scholarly Outlets Upload Options

When uploading the Scholarly Outlets data type, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - If a record currently exists in the system for the data being uploaded, this will allow those records to be updated with the information that is within the uploaded file.

(*) Indicates a required field.

Support Accounts

After selecting Support Accounts in the Type field of Section 1, the page will update to display the upload form for that data type.

If the current upload fields are not what you expected, you likely have to go modify the Upload Form in the Setup menu of the Admin tab.

Support Accounts Fields
                                                                                         
Support Accounts
Field Name Type Primary Key Field Required Notes
Faculty ID Text Y Y  
Login Name Text   Y  
First Name Text   Y  
Last Name Text   Y  
Email Address Text   Y  
Primary Unit Text   Y The Primary Unit value must  match the abbreviation of the 'unit' in the organizational structure. (Admin  > Set Up > School > Organizational Structure)
Type of Rights Text   Y Options are: Full Admin Rights,  Report Rights, Limited Rights
Login Method Text     Options are: Managed by your  school or Managed by Faculty180. Defaults to "Managed by your  school" if no option given
Unit External ID Text      

Support Accounts Upload Options

When uploading the Support Accounts data type, you have the ability to configure the following fields in the 2- Select Semester section:

  • Semester - Choose the relevant semester for the data that you are uploading.
  • Update Existing Records* - You can choose whether or not you would like to update any existing records. If you select no, new information will not be applied to data that already exists in the system.

(*) Indicates a required field.

Adding and/or Modifying Additional Data Points After Configuring a Section and Uploading Base Data

Note: It is important that all required fields remain; this allows us to identify the existing record that any new data should be tied to.

When you navigate to Administration > Setup > Upload Form, you can view the configuration of the last base data load made to the system. Here, you can modify that configuration by marking certain items listed as Not Shown to display, or adding items you want to display.

When creating a new upload with your new configuration, select the options in the upload form to indicate whether or not to ignore or update existing records.

You will need to select Yes, update existing when adding new data points.

Yes means that based on the new configuration, the system will match required fields to existing the record and will load values to new data points that have been added and will update the data uploaded previously if those fields are still in the file.

No means that when the system encounters required fields, the program will determine if that record exists in the system, and if it does, the system will skip that record in the upload file and move to the next one. The system will not process any part of the record.

Caveat: If the previous configuration had the field marked to show, for example: "billing address," if configured to have that in first load, and that field is removed for the second load, the system will NOT overwrite. The system will maintain the previously loaded field even though it is not in the current file.

If you want to delete one of the field values that was loaded previously, you will need to make sure that the field is in the configuration for the new upload, and will need to leave the field blank