Organization Imports Walkthrough – Engage Help Center

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, 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	Your only option here is to enter the word "Create" - this will inform the system you are creating new organizations.	Create
OrganizationID	The ID for your organization will be created after you do your import - therefore, leave this blank.	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 branch organization the org will belong to	Only the ID number of the branch organization will work in this field. Example: 1432. To find the Branch ID, you will need to pull the Organization Directory Report from your Admin tools. Look for your branch, and locate the Organization ID from the report. Enter that number as the ParentOrganizationID for each field.
Summary	A summary of the organization’s description to appear in the organization directory	Any combination of letters, spaces, apostrophes, or quotes. This must be less than 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. To obtain the TypeID, first navigate to manage your branch. Next, open your OrgType list and select the corresponding Type. View your address bar and note the digits after the last backslash. Example: engage.hometown.edu / actioncenter / branch / student-activities / grouptype / edit / 1092 - in this case, 1092 is the TypeID to enter.	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: 1092
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: