Involvement imports allow you to create or end memberships in bulk for users in your CollegiateLink site. To access your involvement imports, go to your Administration tools and click on the Users dropdown list. Select the Involvement Imports option. You will see two tabs representing the two types of involvement imports you can do in CollegiateLink: creating a record or ending the date of a record. Each of these types of imports are described below.
The Create Record import is primarily used for one of two purposes:
- To import users into organizations with no end date; in other words, to populate users into current memberships. For example, you may want to import all users who live in a specific residence hall into that residence hall's organization site prior to the beginning of the semester.
- To create historical records of users' past involvement. For example, if you have active records of students' involvement in years prior to having CollegiateLink on campus, you can populate that information to have historical membership data stored in CollegiateLink.
To create a record, click Create Import while on the Create Record tab of the import screen. You will see some instructions listed along with a helpful walkthrough video on the right hand side. Download the template and populate the fields needed to complete your import.
Username: Enter the usernames for the users you would like to create involvement for.
OrganizationID: Enter the organization ID for the organization you would like this user to be populated into. You can only enter one ID per row, so if you would like to place a user in multiple organizations, you must do this in separate rows. Organization IDs can be found by downloading a report of your organization directory. You can do so by going to the Manage tab and clicking Reports, and then downloading the report titled "Organization Directory." This file will include a column containing all organization IDs.
Position Name: If the user holds/held a position in the organization, enter the name of the Position Template. Again, if you would like the user to be given multiple positions, this must be done in separate rows as well. Please make sure that the position your users will be attached to is created within the site and assigned to the appropriate organization. Otherwise, your import will be unsuccessful. You can read about assigning positions to organizations here. Also note that this field cannot be blank. Enter "Member" in this field if the user did not hold a specific position.
Start Date: Enter the start date of the user's involvement. All dates should be in the format MM/DD/YY.
End Date: If you are doing an import for current memberships (option 1 above), the end date must be left blank. If you are creating a record of past membership, both the start and end dates should be included. Future end dates are not permitted for this type of import.
To replace old Primary Contacts with new ones, you simply need to run a new Create Record import with the new Primary Contacts. This will automatically end date the old contacts without you having to run an End Date import.
End Date Record
The End Date Record import is utilized to end users memberships in bulk. For example, at the end of the semester, you may want to remove all users who are no longer residents of a specific hall out of that residence hall organization's site.
Return to Involvement Imports, and navigate to the End Date Record tab. From there, click Create Import to begin the process. Again, you will see instructions alongside the helpful walkthrough video. Download the template and populate the following fields needed to complete the import.
Username: Enter the usernames for the users you would like to end membership for.
OrganizationID: Enter the organization ID for the organization you would like this user to be removed from.
Position Name: Enter the name of the Position Template the user held. This field cannot be blank. Enter "Member" in this field if the user did not hold a specific position.
End Date: Enter the end date of the user's membership. Again, future end dates are not permitted for this type of import. The end date must be the day you are submitting the template or any day prior.
Finalizing your import
For both types of reports, this file must be in a comma delimited (.CSV) format and contain no more than 1,000 rows. Each row must contain the username, organization ID, position, start date (if applicable), and end date (if applicable), in that order as it appears on the template.
On the same screen where you accessed the template, you can upload your template when it is complete. Make sure you have filled it out properly according so that your import is successful. When you are ready, click Upload. An import summary will be provided for you to review. Any invalid entries will provide you with an error message, and you can remove or update those entries as needed.
After a successful import, the involvement records will be updated for each user under their Involvement section of the user profile.