How do I upload our user database using a CSV file?

For Notifications clients not syncing their user database through Clever, Campus Suite offers the option of uploading a CSV file containing this information. This item is accessed on the Notifications dashboard in under Lists & Recipients.

CSV (or comma-separated values) files are similar to - but not exactly like - an Excel file. CSV is a simple file format generally used to provide information to programs that store data in tables. Clients are able to download an example CSV file, to provide guidance on our system’s requirements to properly upload their info.

When opened in a text editor, the data appears as such. These are some of the formats that info may be provided in:

Notice the quotation marks around the name entry. This will be important in a bit!

Preparing files and sheets for processing

Open in Excel and assess. Are there multiple sheets? Each sheet will need to be formatted properly before handing off to Dev for final processing.

  1. Column order should be:  Name (Last, First); School; Phone; and Email.
  2. Combine name columns, using the concatenate function. This process is fairly identical to the ones used to prepare other import sheets, such as Calendar and Faculty/Staff.
    • Insert a column to the left of the First Name column
    • In the first cell of the new column, add this concatenate:
      =concat(C2,concat(", ",B2))
      • C2 represents the column for last name; B2 is first name - use appropriate cell letters and numbers for these values

    • Click Enter. You should see the last and first name in column A, separated by a comma.
  3. Click on the cell you just concatenated. Holding down the Command (Mac) or Control (PC) key, you should be able to drag down the column, which will replicate the concatenate function to the remaining names. Your worksheet will look like this:

  4. Don’t forget to select this new column, copy it, and Paste Special,  selecting Values Only; this removes the formula and leaves the data.
  5. Delete the individual first and last name columns.
  6. Now let’s look at the School column. This column will populate the area of Notifications; Topics are what parents and other users will subscribe to when they go to their Notifications portal. They can also be grouped into lists, which the district administrator will create in order to send out notifications.

    Make sure that each sheet has a School column; it doesn’t have to be a school or district name, though. For example, if a district sends a document with sheets broken down by grades, you can name this column by grade level (6th grade, 7th grade, etc.)
  7. Do a final review of the document. Make sure that each sheet …
    • Has the name fields combined so that they appear in one column (Name) as Last Name, First Name
    • Has a specified Schools column
    • Has columns in the correct order: Name (Last, First); School; Phone; and Email.
    • IMPORTANT: Review each line to make sure each name has some form of associated contact info (phone or email) - if not, the system will produce an error for those items. Remove these lines from the worksheet(s) before saving, and be sure to send an email to the client listing the removed items. It’s important they are aware of what, if any, contacts were not included.
  8. Save the document in the original format and send it to your Product Manager for final process.

Uploading final CSV to Notifications

  1. On the client’s Notifications dashboard, select Lists & Recipients, then Import Contacts.
  2. Choose the final CSV file provided to you by Dev. Click the Upload CSV button.
  3. To check on your upload, look at the Recipient Profiles. Also, look under Topics to see that those items were created.