Importing rostering data using a CSV file

The TAO Portal provides a beta version of a feature that allows admins to import data via a CSV file. This feature is implemented as an asynchronous process, and is available when enabled.

The CSV import process loads the data from the file asynchronously; the file, once uploaded, is automatically sent to be processed in the backend. The system will detect and validate which entities to load into the Portal based on the list of fields present in the CSV.

Whenever values are entered in the selection fields for an entity (columns) present in the file, the system will asses if any changes need be applied to the existing value for the entity and which records would be updated or created accordingly (if any).

Enabling CSV import

1. Log in to the TAO Portal.

2. In the top-right corner of the Portal interface, select the circular button with your initials. In the menu that displays, select My account.

3. Navigate to the Beta Features tab.

4. Toggle the Beta features option.

5. Toggle the CSV import option.

Creating a CSV file using a template (recommended)

1. Once CSV import is enabled in Beta features, select the upload (beta) icon in the top-right corner of the TAO Portal.

2. In the Bulk import data window, select Download CSV templates.

3. In your downloads, open one of the following templates:

   • organizations (if enabled)

   • sessions-with-delivery-in-new-groups

   • sessions-with-delivery-in-existing-groups

   • link-existing-user-to-groups

   • link-new-user-to-groups

   • groups

   • users

4. Add rows (or selection fields) to the table in the file and populate with your information according to the entities defined in each column (in the top row of the template table).

5. Save or export the document as a CSV file.

6. Return to the Bulk import data window. Browse your computer to select the file, or drop the file in the dropbox.

7. Click Upload. You will see a message at the top of the screen that the data is importing into TAO.

Creating a CSV file from scratch

1. Open a a spreadsheet or plain text program.

2. In the top row, enter each entity you will specify for the user, group, session, or organizational unit.

3. In the following rows, enter your information for each selection field separated by a comma (no spaces). If you use a spreadsheet, enter values into each selection field cell (spreadsheet must be saved as a CSV file with commas as separators).

Important: The following rules apply to creating columns/entities in a CSV file:

• Column (entities) names must be prefixed by the entity or the feature that the column/field belongs to.

• Column names (entities) must follow camelCase.

• Column names (entities) must use an underscore (_) separater between the entity / feature / field name.

The fields in each row need to match the entities defined in the top row/columns, but do not need to be in a particular order.

4. Save or export the document as a CSV file.

5. Once CSV import is enabled in Beta features, select the the upload (beta) icon in the top-right corner of the TAO Portal.

6. Browse your computer to select the file, or drop the file in the dropbox.

7. Click Upload. You will see a message at the top of the screen that the data is importing into TAO.
   Once the file is processed a message will display:

   • Error (if nothing can be processed)

   • Success (if the import was fully successful or partially successful). This message contains a link to a logfile to check details of the import.

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