At different points in the year, you may need to update demographic data, financial aid, test scores, or other fields for a large group of students. Data Imports can be used to easily update information for existing contacts (e.g., students or parents) in your Finalsite Enrollment system. This article will go over how to create a bulk update import template to be used in your Update-type data imports.
If you want to create new contacts through an import, visit the article "Import Templates: Creating New Contacts."
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Create a Bulk Update Template
Step 1: Create a Search
The first step in creating your bulk update template is to create a search through Search & Reports > Search that isolates the records (contacts) you want to update. For this example, we will create a search to update the financial aid and scholarship fields for Enrollment in Progress students.
- Select your term and search criteria from the drop-down menus on the Search page, and then click the blue Search button to run it.
Step 2: Pull Desired Fields in as Displayed Columns
Once you have confirmed that you have the set of records (contacts) you want to update pulled into the search, click on the blue Change Display/Columns button in the upper right of the search page. Visit the article "Search & Reports Results Displays" for instructions on how to pull in fields using the Change Display/Columns menu.
- In the Results Display window, select the fields you want to pull into your report, such as Financial Aid Amount Granted.
- Select all of the fields that you intend to update for the group of students by checking the box next to the field name that you want to include.
- After selecting all of the desired fields, click the blue Apply button to confirm.
After hitting the Apply button, the search page will refresh, and you will see your search results with the selected fields displayed as columns.
Step 3: Export the Search Data
Once you have all of the students and fields that you want to update pulled into your search, open the green Export menu in the upper right of the search page and select Export as Import Template.
A pop-up will appear with a message saying the export is being processed. Once the export is complete, you will see a link that you can click and download the file.
Once you download and open the exported template file, you will notice the CHILD.id as the leftmost column. This is the Finalsite Enrollment ID of the student and is what allows you to easily import the data back into the system.
Step 4: Enter the Update Data
Now that you have the base of your bulk update import template, you can begin entering the data you want to update for the students in the appropriate columns. There are a few things to keep in mind when filling in this data:
- If the field already exists in Finalsite Enrollment and it only accepts specific values (such as a drop-down field on a form), please ensure all values listed in the file are valid and written exactly as they exist in Finalsite Enrollment. If invalid values are provided for a field, the import will fail until the value is corrected. Field values are case sensitive.
- If the field does not yet exist in Finalsite Enrollment and only accepts specific values, please contact Support with the field name, field type (e.g., open text, single-select, etc.), and the field values if applicable. Indicate in your message to the team that this field does not exist in Finalsite Enrollment yet. If this field belongs on a form, please indicate which form you would like it on and what you want the prompt on the form to read.
- If there are any fields that you wish to clear out the data for, replace the contents of the cell with the text WRITE_BLANK. Doing so will reset the field so that it no longer contains data or a selection when the template is imported back into your site.
- If any fields in the file are simply for reference and do not contain any updated data, such as student name, indicate that these fields can be omitted from the update by replacing the word CHILD with the word IGNORE in the column headers, followed by the period and the respective field name with underscores. If you only have a few records you need to change the name for, it is recommended to make these changes directly in Finalsite Enrollment on an individual basis.
Once you have your file saved, you are ready to import it into the Finalsite Enrollment system. Visit the article "Using the Import Data Tool" to learn how to use the Import Data tool.
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