Load Data in Bulk to Lifecycle Management

This article explains how to perform data uploads to Lifecycle Management. All data can be imported to the application using CSV files during the set up process. We provide the downloadable CSV templates you will need for each load type. Once uploaded, we will populate the information into the correct area for you to begin using right away.

The types of data that can be uploaded include:

  • Workloads
  • Series
  • Professional Journeys
  • Ranks
  • Rank Events
  • Faculty Profiles
  • Appointments

Note: Data types may appear with different words than displayed above If your organization has set custom terminology.

1. Navigate to: Administration > Load Data

Data is uploaded to the application from the Load Data screen of the Administration section.  To get started, from your LM home page, go to Administration > Load Data.

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2. Select "New Upload" from the upper right corner of the Load Data screen

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2.1. The Load Data screen allows you to search, sort, and filter the list of data uploads

The list is sorted by the last attempted upload by default, but you can sort the list alphabetically by Upload Type, by Date, Status, # of Succesful Items, or # of Error Items.

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3. Select the load type from the dropdown menu

Under Load Type, select the type of information you want to upload from the dropdown list.

Note: The dropdown list may be populated with different terms than displayed below If your organization has set custom terminology.

Workloads

1. Select Workloads from the dropdown menu

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2. Download the CSV template for uploading workload information

To add information about workload expectations at your institution you will need to upload a CSV file with two columns: Workload Name and Workload Description.

We provide a CSV template with instructions, sample data, and the required fields already set up.

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3. Familiarize yourself with the template instructions and sample data

Open the downloaded CSV template, read the Instructions tab, and the Data_Sample tab. Note that the instructions ask you to create a file using the required columns. These are listed under the Field column on the Instructions tab of the CSV template.

Character limits: Note the character limits for each field. Workload Name has a limit of 100 characters, and Description has a limit of 255.

Be aware that most spreadsheet applications will change the filetype of the downloaded spreadsheet to their native file format. You must save your completed file with the CSV filetype before it can be uploaded. No other file format can be accepted.

Workloads_Template

The Data_Sample tab provides an example of the data format you will need to use. In the example, the Workload Name field lists the "Primary Research" workload, followed by a range of 80-20. In the Description field, this workload is described: "Most resources are devoted to research; includes a 20% services component."

Workloads_Template

4. Open the Workloads tab and enter your Workload Names and Descriptions

Workloads_Template

5. Save your file and click "Select File for Upload"

Important: Before saving your file, if you have built your file by entering data into the the template,  DELETE the Instructions and Data_Sample tab.

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6. Check Configuration box & Preview rows to confirm mapping and data

We import the information based on the mapping that displays in the Configuration box. You can also Preview a sample of the items that will be imported from the file.

You can click through the rows of the file using the Previous and Next button to make sure your data is accurate.

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7. Click "Continue & Process

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8. Check for errors in the right hand column

If the data uploads with no errors, it will show up on the Load Data page as a succesful upload with 0 errors listed in the # of Errors column to the right of the page.

Lifecycle Management - Interfolio
If there are errors:

Download the error items

If there are errors, the number of errors will show up in the column labeled # of Errors on the right of the page as shown below.

Click the Download error items link to download a CSV file listing the processing errors.

View processing errors

The processing errors will be listed in a column of the CSV file that downloads to your computer.

Correct processing errors and save as CSV

You will need to correct the errors listed and try your upload again.

If possible, depending on the error that is displayed, you may be able to correct the processing errors right in the downloaded file. In the example below, there are already Workloads with the titles the user tried to upload.  One course of action (if the user wants to proceed with the upload), is to change the workload names in the file to resolve this problem.

Delete processing errors column and save as CSV

Delete Processing errors column

Click "New Upload" and begin the upload process again

Series

1. Select Series from the load type dropdown menu

load type

2. Download the CSV template

To add Series to the system you' ll need to upload a CSV file with columns for Unit Name and Series Name. You can also add Tenure as an optional field. Click the link to download a CSV template with the required fields already set up.

Download CSV template

3. Open the downloaded CSV template in your spreadsheet program

Open the downloaded CSV template in your spreadsheet program. Read the Instructions tab, and the Data_Sample tab.  

Note that the instructions ask you to create a file using the required columns. These are listed under the Field column on the Instructions tab of the CSV template. Unit Name and Series Name are required fields. Tenure is an optional field with values of TRUE or FALSE. The default value is FALSE.

Character limits: Series Name has a limit of 100 characters.

Be aware that most spreadsheet applications will change the filetype of the downloaded spreadsheet to their native file format. You must save your completed file with the CSV filetype before it can be uploaded. No other file format can be accepted.

Workloads_Template

The Data_Sample tab provides an example of the data format you will need to use. Unit Name lists the administrative unit such as a university, college, or department. Series Name lists series pathways such as "Adjunct Professor" or "Associate Professor."

 

data sample

4. Enter the appropriate values

Enter the appropriate values on the Series_Template tab

Series_Template

5. Save your file and click "Select File for Upload"

Important: Before saving your file, if you have built your file by entering data into the the template,  DELETE the Instructions and Data_Sample tab.

select file

6. Check the Configuration box and the Preview to confirm the mapping for each column in your file

We import the information based on the mapping that displays in the Configuration box. You can also Preview a sample of the items that will be imported from the file.

You can click through the rows of the file using the Previous and Next button to make sure your data is accurate.

check config and preview

7. Click "Continue & Process" at the bottom left of the page

8. Check for errors in the right hand column

If the data uploads with no errors, it will show up on the Load Data page as a succesful upload with 0 errors listed in the # of Errors column to the right of the page.

check right hand column
If there are errors:

Download the error items

If there are errors, the number of errors will show up in the column labeled # of Errors on the right of the page as shown below.

Click the Download error items link to download a CSV file listing the processing errors.

download errors

View processing errors

The processing errors will be listed in a column of the CSV file that downloads to your computer.

view errors

Correct processing errors and save as CSV

You will need to correct the errors listed and try your upload again.

If possible, depending on the error that is displayed, you may be able to correct the processing errors right in the downloaded file. In the example below, there are already Workloads with the titles the user tried to upload.  One course of action (if the user wants to proceed with the upload), is to change the workload names in the file to resolve this problem.

If you do make your corrections on the downloaded file, don't forget to DELETE the Processing Errors column and save the file as a CSV before uploading it again.

Delete Processing errors column
Professional Journeys

1. Select Professional Journeys from the load type dropdown menu

select professional journeys

2. Download the CSV template

To add Professional Journeys to the system you'll need columns for Unit Name, Series Name, and Professional Journey Title. You can also add Description as an optional field.

Click the linked text to download a CSV template with the required fields already set up.  

Download CSV template

3. Familiarize yourself with the template instructions and sample data

Open the downloaded CSV template in your spreadsheet program. Read the Instructions tab, and the Data_Sample tab.  

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

Unit Name, Series Name, Journey Title are required fields. Description is an optional field.  

Character limits: Series Name has a limit of 100 characters. Journey Title has a limit of 100 characters, Description has a limit of 255 characters.  

Be aware that most spreadsheet applications will change the filetype of the downloaded spreadsheet to their native file format. You must save your completed file with the CSV filetype before it can be uploaded. No other file format can be accepted.

data model insturctions tab

The Data_Sample tab provides an example of the data format you will need to use. Unit Name lists the administrative unit such as a university, college, school, or department. Series Name lists series pathways such as "Adjunct Professor" or "Associate Professor." Professional Journey Title lists the name of a particular progression of ranks, sequence of events or pathways such as "Full Professor Journey." The Description field is optional but probably quite useful as a description of the journey,  such as "Lifecycle career path for tenured faculty with career path to full professor."

 

data sample

4. Enter the appropriate values

Enter the appropriate values on the Professional_Journeys_Template tab.

Journeys_Template

5. Save your file and click "Select File for Upload"

Important: Before saving your file, if you have built your file by entering data into the the template,  DELETE the Instructions and Data_Sample tab.

save as csv and  select file for upload

6. Check the Configuration box and the Preview to confirm the mapping for each column in your file

We import the information based on the mapping that displays in the Configuration box. You can also Preview a sample of the items that will be imported from the file.

You can click through the rows of the file using the Previous and Next button to make sure your data is accurate.

check config

7. Click "Continue & Process" at the bottom left of the page

continue process

8. Check for errors in the right hand column

check for errors
Ranks

1. Select Ranks from the load type dropdown menu

select ranks

2. Download the CSV template

To add Ranks to the system you' ll need to upload a CSV file with columns for Unit Name, Series Name, Rank Type Name, and Rank Name. You can also add the following optional fields: Workload Name, Professional Journey Title, Sequence, Qualifications, Minimum Salary and Maximum Salary.

Click the link to download a CSV template with the required fields already set up.

Download CSV template

3. Familiarize yourself with the template instructions and sample data

Open the downloaded CSV template in your spreadsheet program. Read the Instructions tab, and the Data_Sample tab.  

Note that the instructions ask you to create a file using the required columns. These are listed under the Field column on the Instructions tab of the CSV template. Unit Name, Series Name, Rank Name, and Rank Type Name are required fields.

Sequence is a required field if there is a Professional Journey defined.

Character limits: Series Name has a limit of 100 characters. And Rank Name has a limit of 100 characters. The optional Qualifications field has a 3500 character limit.

Be aware that most spreadsheet applications will change the filetype of the downloaded spreadsheet to their native file format. You must save your completed file with the CSV filetype before it can be uploaded. No other file format can be accepted.

Ranks_Template

The Data_Sample tab provides an example of the data format you will need to use:

  •  Unit Name: must match an existing unit at your institution
  • Series Name must match an existing Series at your institution
  • Rank Type Name: you must add one of the following values: Assistant Professor, Associate Professor, Full Professor, Visiting Professor, Adjunct Professor, Staff, Research, Lecturer, Administration, Other  (These are program defaults that cannot be changed).
  • Workload Name: must match an existing workload name.
  • Qualifications: is an open text field with a 3500 character limit
  • Professional Journey Title: must match an existing Professional Journey Title
  • Sequence: is required if professional journeys are defined. This refers to the sequence of ranks consisting of connected events that make up a journey  
  • Minimum Salary: value must be less than or equal to the maximum salary
  • Maximum Salary: The value must be greater than or equal to the minimum salary.

4. Enter the appropriate values on the Ranks_Template tab.

5. Save your file and click "Select File for Upload"

Important: Before saving your file, if you have built your file by entering data into the the template,  DELETE the Instructions and Data_Sample tab.

save file and select for upload

6. Check the Configuration box and the Preview to confirm the mapping for each column in your file

We import the information based on the mapping that displays in the Configuration box. You can also Preview a sample of the items that will be imported from the file.

You can click through the rows of the file using the Previous and Next button (at the bottom right) to make sure your data is accurate.

check config

7. Click "Continue & Process" at the bottom left of the page

click continue

8. Check for errors in the right hand column

If the data uploads with no errors, it will show up on the Load Data page as a succesful upload with 0 errors listed in the # of Errors column to the right of the page.

check for errors on lad data screen
If there are errors:

Download the error items

If there are errors, the number of errors will show up in the column labeled # of Errors on the right of the page as shown below.

Click the Download error items link to download a CSV file listing the processing errors.

download error items

View processing errors

The processing errors will be listed in a column of the CSV file that downloads to your computer.

Correct processing errors and save as CSV

You will need to correct the errors listed and try your upload again.

If possible, depending on the error that is displayed, you may be able to correct the processing errors right in the downloaded file. In the example below, there are already Workloads with the titles the user tried to upload.  One course of action (if the user wants to proceed with the upload), is to change the workload names in the file to resolve this problem.

If you do make your corrections on the downloaded file, don't forget to DELETE the Processing Errors column and save the file as a CSV before uploading it again.

Delete Processing errors column
Rank Events

1. Select Ranks Events from the load type dropdown menu

select rank events

2. Download the CSV template

To add Events to the system you' ll need to upload a CSV file with columns for Unit Name, Series Name, Rank Name, Event Type Names, Rank Event Names, RPT, Event Year, and Event Month.  

Click the blue linked text to download a CSV template with the required fields already set up.

Download CSV template

3. Familiarize yourself with the template instructions and sample data

Open the downloaded CSV template in your spreadsheet program. Read the Instructions tab, and the Data_Sample tab. Note that the instructions ask you to create a file using the required columns.

ALL columns are required in this template.  

Character limits: Series Name has a limit of 100 characters.

rank events instructions tab

The Data_Sample tab provides an example of the data format you will need to use.

  •  Unit Name: must match an existing unit at your institution
  • Series Name: must match an existing Series at your institution
  • Rank Name:  must match an existing Rank at your institution
  • Rank Event Name: this field is limited to 100 characters. This may be a review, or promotion for example.
  • Event Year: this answer must reflect the year the event takes place at the institution, for example, if this event occurs during the first year, enter "1" in the "Year" field. (e.g Year 1 in May, Year 5 in July)
  • Event Month: must be a number between 1 and 12

Special Instructions:

  • Event Type Name: These are standard event type names that exist in our program. You must include one of the following values: Appointment, Promotion, Reappointment, Review, Sabbatical, Tenure, Other.  Multiple values must be delimited by a pipe |
  • RPT: The instructions in this section ask users to indicate if they are using Lifecycle Management with our RPT product (Review, Promotion & Tenure). Please be aware that this product option is not yet available to users. Until further notice you can leave this column set at the default value of FALSE.

4. Enter the appropriate values

Enter the appropriate values on the Rank_Events_Template tab.

5. Save your file as a CSV and click "Select File for Upload"

save as csv

6. Check the Configuration box and the Preview to confirm the mapping for each column in your file

We import the information based on the mapping that displays in the Configuration box. You can also Preview a sample of the items that will be imported from the file.

You can click through the rows of the file using the Previous and Next button to make sure your data is accurate.

check configuration

7. Click "Continue & Process" at the bottom left of the page

continue and process

8. Check for errors in the right hand column

If there are errors:

Download the error items

If there are errors, the number of errors will show up in the column labeled # of Errors on the right of the page as shown below.

Click the Download error items link to download a CSV file listing the processing errors.

View processing errors

The processing errors will be listed in a column of the CSV file that downloads to your computer.

View errors

Correct processing errors and save as CSV

You will need to correct the errors listed and try your upload again.

If possible, depending on the error that is displayed, you may be able to correct the processing errors right in the downloaded file. In the example below, there are already Workloads with the titles the user tried to upload.  One course of action (if the user wants to proceed with the upload), is to change the workload names in the file to resolve this problem.

If you do make your corrections on the downloaded file, don't forget to DELETE the Processing Errors column and save the file as a CSV before uploading it again.

Delete Processing errors column
Faculty Profiles

1. Select Faculty Profiles from the load type dropdown menu

select faculty profiles

2. Download the CSV template

To add Series to the system you' ll need to upload a CSV file with columns for First Name, Last Name, Email Address, Office Street 1, Office City, Office State, Office Zip Code, Office Country and Date Hired.

You can also add the following optional fields: Middle Name/Initial, Office Street 2, Home Street 1, Home Street 2, Home City, Home State, Home Zip Code, Home Country, Cell Phone, Work Phone, Avatar Url and CV Url.

3. Familiarize yourself with the template instructions and sample data

Open the downloaded CSV template in your spreadsheet program. Read the Instructions tab, and the Data_Sample tab.  

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

Important: You must enter information with the formats specified and exactly as instructed. For instance, note that the required Date Hired format is: YYYY-MM-DD

Character limits: First Name, Last Name, and (optional) Middle Name, fields have a limit of 100 characters. Email Address has a limit of 255 characters

Be aware that most spreadsheet applications will change the filetype of the downloaded spreadsheet to their native file format. You must save your completed file with the CSV filetype before it can be uploaded. No other file format can be accepted.

Faculty profiles template instuctions tab

4. Enter the appropriate values

Enter the appropriate values on the Faculty_Profiles_Template tab.

Important: You must enter information with the formats specified and exactly as instructed.

You can safely delete any columns that are not listed as required information in the template instructions.

5. Save your file as a CSV and click "Select File for Upload"

save file and upload

6. Check the Configuration box and the Preview to confirm the mapping for each column in your file

We import the information based on the mapping that displays in the Configuration box. You can also Preview a sample of the items that will be imported from the file.

You can click through the rows of the file using the Previous and Next button to make sure your data is accurate.

Check configuration

7. Check the Preview to verify the data in the rows you entered

You can also Preview a sample of the items that will be imported from the file.

You can click through the rows of the file using the Previous and Next button to make sure your data is accurate.

Check preview of rows

8. Click "Continue & Process" at the bottom left of the page

continue and process

9. Check for errors in the right hand column

If there are errors:

Download the error items

If there are errors, the number of errors will show up in the column labeled # of Errors on the right of the page as shown below.

Click the Download error items link to download a CSV file listing the processing errors.

View processing errors

The processing errors will be listed in a column of the CSV file that downloads to your computer.

View processing errors

Correct processing errors and save as CSV

You will need to correct the errors listed and try your upload again.

If possible, depending on the error that is displayed, you may be able to correct the processing errors right in the downloaded file. In the example below, there are already Workloads with the titles the user tried to upload.  One course of action (if the user wants to proceed with the upload), is to change the workload names in the file to resolve this problem.

If you do make your corrections on the downloaded file, don't forget to DELETE the Processing Errors column and save the file as a CSV before uploading it again.

Delete Processing errors column
Appointments

1. Select Appointments from the load type dropdown menu

select appointments from dropdown

2. Download the CSV template

To add Appointment data to the system you' ll need to upload a CSV file with columns for Email Address, Unit Name, Series Name, Rank Name, Title and Start Date.

You can also add the following optional fields: First Name, Last Name, Professional Journey Title, Contract Expiration, Employee Type, Workload Name, and Appointment Notes.

Download CSV template

3. Familiarize yourself with the template instructions and sample data

Open the downloaded CSV template in your spreadsheet program. Read the Instructions tab, and the Data_Sample tab.  

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

  • Email address: The email address you enter will be used to match appointment information.
  • Unit Name: Must match an existing unit at your institution.
  • Series Name: Must match an existing series at your institution.
  • Rank Name: Must match an existing rank name at your institution.
  • Start Date: Must be entered in the format YYYY-MM-DD

Character limits: Appointment Notes has a limit of 100 characters.

Be aware that most spreadsheet applications will change the filetype of the downloaded spreadsheet to their native file format. You must save your completed file with the CSV filetype before it can be uploaded. No other file format can be accepted.

Appointment instructions tab

4. Enter the appropriate values

Enter the appropriate values on the Appointments_Template tab.

Note: You can safely delete any unused data columns that are not listed as required on the Instructions tab.

Appointment template

5. Save your file as a CSV and click "Select File for Upload"

save as csv

6. Check the Configuration box and the Preview to confirm the mapping for each column in your file

We import the information based on the mapping that displays in the Configuration box. Make sure the mapping columns match your columns.

Check configuration

You can click through the rows of the file you are uploading using the Previous and Next button at the lower right of the screen to make sure your data is accurate.

check preview

7. Click "Continue & Process" at the bottom left of the page

continue and process

8. Check for errors in the right hand column

If there are errors:

Download the error items

If there are errors, the number of errors will show up in the column labeled # of Errors on the right of the page as shown below.

Click the Download error items link to download a CSV file listing the processing errors.

View processing errors

The processing errors will be listed in a column of the CSV file that downloads to your computer.

Appointment error

Correct processing errors and save as CSV

You will need to correct the errors listed and try your upload again.

If possible, depending on the error that is displayed, you may be able to correct the processing errors right in the downloaded file. In the example below, there are already Workloads with the titles the user tried to upload.  One course of action (if the user wants to proceed with the upload), is to change the workload names in the file to resolve this problem.

If you do make your corrections on the downloaded file, don't forget to DELETE the Processing Errors column and save the file as a CSV before uploading it again.

Delete Processing errors column