The organization import allows you to create organization sites in bulk without requiring admins or students to go through and create them one-by-one. This is by no means a required part of your implementation! You are more than welcome to have your users register their own organization sites, or to create them using your administrative tools. The organization import allows you to populate your community with information you may already have on file about existing organizations.

If you choose to do an organization import, most likely occurring during the implementation process, you will need to provide your Consultant the following template filled out and completed with any details you would like to import about your organizations. 

As you begin to populate this document, keep in mind the following recommendations 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.
  • When creating new organizations, you must include the following fields for each: action, organization name, acronym, parent organization ID, summary, type ID, status, website key, and primary contact username. Any other fields are optional to include, but the import will fail without these fields completed for each organization.
  • Ensure your data is formatted properly. Formatting your input data properly is one of the key components of the import process. Instructions for each field are outlined in the attached document below.

In the document below entitled "Organization Import Guide", you will find a list of the fields in the template, their descriptions, validation information, and examples. NOTE: Bolded rows are mandatory for your import to be successful.

This article provides helpful guidelines, but is not exhaustive. We still recommend you get in touch with your consultant to hear their tips and tricks for your personal import process! Also keep in mind you will not be able to run the import yourself - our team will take care of that once we have the necessary information.

Field Name

Description

Validation/Example

Action

Enter “Create” in this field to signify experience creation

Only “Create” will work in this field

OrganizationID

The ID for the organization – leave this blank if you are creating the organization

Leave blank – the organization will not have an ID when it is being created

OrganizationName

The name that will be given to the organization in the system 

Any combination of letters or letters and numbers; Example: Student Government Association

Acronym

A short version of the organization name to appear in the org directory alongside the full name 

Any combination of letters or letter and numbers; Example: SGA 

ParentOrganizationID

The ID of the parent organization the org will be tied to

This ID must be the same for every organization in the import. Only the ID number of the parent organization will work in this field; Example: 1432

Summary

A summary of the organization’s description to appear in the organization directory 

Any combination of letters, spaces, apostrophes, or quotes; under 225 characters 

Description

A full description of the organization to appear in the organization’s profile

Any combination of letters, spaces, apostrophes, or quotes

TypeID

The ID for the type you would like this organization to be registered with

Make sure your org types exist in the system prior to your import! Only the ID number of the organization type will work in this field; Example: 10

CategoryIDs

ID number of a category you want to tie the organization to

Only the ID number of the organization category will work in this field, Example: 10. Only one category per organization can be included in the import.

Status

The status of the organization

Only the following are valid entries: Active, Inactive, Frozen, Locked

Email

An email address of the organization, if applicable 

Any valid e-mail address

ExternalWebsite

An external website held by the organization

Any valid website ending in .com, .edu, .org etc. 

FacebookURL

The Facebook URL of the organization, if applicable

Any valid Facebook URL

ShowFacebookWall

Determines whether a Facebook ticker will appear on the right-hand side of the organization’s homepage

True or False

TwitterURL

The Twitter account URL of the organization, if applicable

Any valid Twitter URL

ShowTwitterFeed

Determines whether a Twitter ticker will appear on the right-hand side of the organization’s homepage

True or False

YoutubeURL

The YouTube account URL of the organization, if applicable

Any valid YouTube URL 

FlickrURL

The Flickr account URL of the organization, if applicable

Any valid Flickr URL

 

GoogleCalendarURL

The Google Cal URL of the organization, if applicable

Any valid Google Cal URL

 

ShowGoogleCalendar

Determines whether the option to see the organization’s Google Cal will appear in the organization’s Events page

True or False

WebsiteKey

The unique identifier that will appear at the end of the organization’s Engage website URL; often the name of the organization or org acronym without spaces

Any combination of letters or letters and numbers with no spaces

PrimaryContactUsername

The username for the user you would like to assign as the primary contact for the organization

Must match an existing username in the system; Example: jdoe123

AddressStreet1

An address for the organization, if applicable

Any combination of letters or letters and numbers

AddressStreet2

An address for the organization, if applicable

Any combination of letters or letters and numbers 

AddressCity

A city for the organization, if applicable

Any combination of letters

AddressStateProvince

A state for the organization, if applicable

Any combination of letters

AddressZipPostal

A postal code for the organization, if applicable

Any combination of digits

Telephone

Domestic (U.S. and Canada) mobile phone number of organization contact

Any combination of digits, maximum 10 characters

TelephoneExtension

Telephone extension of organization contact, if applicable

Any combination of digits

FaxNumber

Fax number for organization or organization contact, if applicable

Any combination of digits, maximum 10 characters

When you are finished with your template, contact Support at support@campuslabs.com. Do NOT send them your file - we always want to ensure that student information is sent securely. Instead, let the Support team know that you have a completed import file and are ready for next steps. The Support team will direct you with how to proceed. You may choose to CC your Consultant to keep them in the loop!

Attached Documents:

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