Importing accounts allows you to create accounts for your users and populate your community without requiring your users to individually create their accounts on OrgSync. This process has several other benefits, which are listed below.
- Create user accounts
- Populate user account information
- Assign users to classifications
- Populate card IDs
- Communicate with users before they log in
The first step in the import process is to contact your Campus Consultant if you have specific import questions. They are your best reference for all import-related questions and they will also process the request after your document is finalized. This article is intended to serve as a supplemental guide but should not be treated as your primary resource. Take this into consideration and continue reading to learn how an import document should be assembled.
The next step is to download the import template file. You can find this file if you select the Admin dropdown up top, choose your community (should be the greek building icon), go to Users along the white menu and choose User Imports from the left-hand menu. This document is largely consistent campus to campus but differs based on the custom user profile questions setup in your community. As you begin to populate this document, there are a couple of things to keep in mind. Follow this set of guidelines to ensure a successful import.
- Do not alter the template headers. These headers have a defined purpose and changing one character could result in a failed import.
- If you are importing new accounts, you must include the following four fields for each user: username, email address, first name, and last name. If the accounts already exist, you only have to provide the username.
- Ensure your data is formatted properly. This is discussed in further detail in the following paragraph.
- If you intend on adding multiple values for some fields (i.e. classification or portal) then it’s best to duplicate the column. You can have multiple columns with the same header.
- As a tip, remove any columns you don’t intend on using. This will make the document easier to read and understand.
To expand on the third bullet point, formatting your input data properly is one of the key components of the import process. Improper formatting can lead to bad data, duplicate accounts, or a delay in completion time. Use the following table as a guide to check your formatting and ensure you're adding the correct data to each column.
|Header||Column||Notes & Example Input|
|account.username||A||Your campus login process affects how your usernames should be formatted. What you log in with doesn't necessarily match the username in the OrgSync database. To check this, pull an all user report (Admin > Select the community > Reports) then sort by most recent login date. Observe these usernames and make sure your input data matches what is shown here. Example input: cmccoy@state-university|
|account.new_username||B||This column should only be used if you are merging accounts or updating usernames prior to an authentication switch.|
|account.email_address||C||The user’s email address. If your campus IT does not control the login process then you'll likely want the username and email fields to match. Example input: firstname.lastname@example.org|
|account.first_name||D||The user’s first name. Example input: Colt|
|account.last_name||E||The user’s last name. Example input: McCoy|
|account.middle_initial||F||The user’s middle initial. Example input: B|
|account.phone_number||G||The user’s phone number. Example input: 555-234-2349|
|account.address||H||The user’s street address. Example input: 1600 Longhorn Way|
|account.city||I||The user’s city. Example input: Austin|
|account.state||J||The user’s state - abbreviated or full. Example input: TX|
|account.zip||K||The user’s zip code. Example input: 78705|
|account.country||L||The user's country. This data must be provided in the two digit format provided on this page. Example input: US|
|account.birthday||M||The user's birthday. Example input: 04/26/1996|
|identification_card_number||N||The user's card swipe ID. This field is used to import IDs for the card swipe system and is not intended for reporting purposes. Only use this field if your campus has purchased card swipe. Example input: 3908453|
|portal||O||The portal ID to add users to. This ID can be found if you navigate to the portal within OrgSync then observe the URL. The portal ID is represented by the number signs in the following URL: https://orgsync.com/#####/chapter. Example input: 25567|
|group||P||The group ID to add users to. This ID can be found if you navigate to the portal within OrgSync, click All People in the top left, then choose the group. Next, observe the URL. The group ID is represented by the number signs in the following URL: https://orgsync.com/25567/groups/#####. Example input: 106443|
|classification||Q||The classification to add users to. This field is intended for the classifications feature and is not intended for reporting purposes. Classifications are defined at the community level. Example input: Alumni|
|custom fields||R+||In addition to the fields explained above, you can import data for any custom profile fields setup in your community. These fields are visible if you go the Admin dropdown, choose your community, select Users, and click Customize User Profile. The only requirement is that your input data matches the field type you're trying to import. For example, make sure your input data is an actual answer choice that exists on the user profile. If these do not match, the data will not import properly.|
Complete the import request form after finalizing your import document. Next, send the file through the secure upload available in your community (Admin > select one of your umbrellas > Settings > File Uploads). Keep in mind, your import request submission and the import file will be reviewed to ensure all necessary data is present and to ensure the file is formatted properly. If there is an issue, your Campus Consultant may have to re-open the form submission to request changes. Be sure to plan accordingly because import requests take several business days to process once a properly formatted file is received. Please see the form for expected turnaround times because this can fluctuate throughout the year. If you have any questions about this process, contact your Campus Consultant or our support team.