Bulk Loading Users

Admins can bulk load (enter many users at once) lists of users from their organization through a tool provided in the User Management Tool. To access the Bulk Load Users tool, click on the Bulk Load Users button at the top of the User Management Tool.

Bulk Loading Users: Select Function

Once you have accessed the Bulk Load Users tool, choose the organization to which you want to bulk load users. You can work with only one organization at a time. To add, modify, or delete users, a .csv file must be created with all the appropriate data provided. If you have previously created a .csv file that contains the necessary information about your users, browse your files for the .csv file that contains the list of users you want to bulk load, choose it, then click the Process button.

If you do not already have a .csv file for the list you want to bulk load, three template .csv files are provided on the Bulk Load Users page, one to add users, one to modify existing user data, and one to delete existing users. Click on the appropriate template to download it. Suggestion: Download the appropriate file template provided in the Bulk Load Users Tool, then save it with a new name each time you create a new bulk load list.

Bulk Loading Users: Function Overview

Bulk Upload Options

Refer to the sections below for additional explanations of the information needed in each of the three Bulk Load files.

I. Add Users

The Add User .csv file allows you to provide all the necessary information to bulk load all the users in a single organization at once. It is important, though, that you get the correct information in the correct column.

While there are brief descriptions of the required content in Row 2 of the template, here, in more detail, is what you need to provide.

Column A: Operations – Mandatory Column
Because you are adding all the users in this file, put a “1” in Column A for each user. The easiest way to do this is to enter “1” in the first row of your list, then fill or drag the contents of that cell down the length of your list.

Column B: User Label – Mandatory Column
The User Label is the name that will appear at the top right of the page after login. This can be (and usually is) the same as the Username, but if preferred, it can be anything else, e.g the user’s first name or the user’s first and last name.

Column C: First Name – Mandatory Column
Enter the First Name of each user in this column.

Column D: Last Name – Mandatory Column
Enter the Last Name of each user in this column

Column E: Email – Optional Column
While not required, the application requests that you provide an email address for all users registered as teachers or administrators. In addition, it is good policy to use email addresses of teachers and administrators as their usernames, as these are always unique, and thus avoid the possibility of your having to change submitted username because it is duplicated in our database. Note: You may, if you wish, provide email addresses for users registering as students, too, which can also be used as their usernames.

Column F: User Status – Optional Column
Enter “A” for Active status or “I” for Inactive status. “Active” means this username has rights to use the product , including editing his or her own profile. “Inactive” means this username is no longer allowed to access the product with the current subscription. This status should be used when students graduate, move to a new school, or abuse their use of the product.

It isn’t required that you enter a User Status. All users without a status entered will default to Active. You can use the User Management tool to change individual users to Inactive if you wish.

Column G: From Date – Optional Column
You can, if you choose, define a date for the beginning of users’ access, but it is not necessary. If you do not enter a date, the default date will be the date on which you process your .csv file. If you choose to enter a From Date, it must be in mm/dd/yyy format.

Column H: To Date – Optional Column
You can, if you choose, define a date for the end of users’ access, but it is not necessary. If you do not enter a date, the default date will be the end date of your organization’s subscription. If you choose to enter a To Date, it must be in mm/dd/yyy format. If you choose to end a specific user’s access, you can use the User Management tool to change that individual user to Inactive.

Column I: Role Code – Mandatory Column
Role codes are “STUDENT,” “TEACHER,” and “ADMIN.” A role code MUST be entered for each user. If no role code is entered, an error will result. Note: Identifying Teachers and Admins in the bulk load process precludes teachers and admins from being registered as students, then needing to get a Teacher Code from you in order to change their status to Teacher so they can access the features and functions available to teachers only.

Column J: Username – Mandatory Column
Every username MUST be unique, not just to your organization, but to the database. Email addresses can be used as usernames, with the advantage that each email address is unique. If you enter a username which duplicates one already in the database, this will generate an error when you process your .csv file, and a replacement for that username will be suggested to you in Column L.

Column K: Password – Mandatory Column
A password must be entered for each user. A password must be at least 5 characters long. Do not use special characters ( ! # $ % ^ * / ? ‘ { | } ~ @) in passwords. Passwords must be alphanumeric ( A-Z, a-z, 0-9).

Once you have completed the information in columns A through K for all users, remember to delete the contents of Row 2 (the directions for the contents of each column), then click PROCESS.

Column L: Suggested Username
If any of the usernames you submit in your bulk load file are duplicates of those already in the database, suggested replacements will be provided in this column.

Column M: Response
If the data for any record in your bulk load file contains an error, the file will not be processed and you will receive an error notice with a link to a new version of your file with Error Codes in the Response column. Save that file and correct the errors, then upload the file again.

If there are errors in your .csv file, the file will not be processed and you will receive an error notice with a link to a new version of your file with Error Codes in the Response column. Save that file and correct the errors, then upload the file again.

List of Bulk Upload Error Codes

0. INVALID DATA – Mismatch between the header fields and data.

1. OPERATION INVALID – Valid operation codes ids are 1 (Add user – warn on duplicate name), 2 (Add user- auto create username if duplicate), 3 (Update user), 4 (Delete user).

2. ROLE CODE INVALID – Valid role codes are ADMIN, TEACHER and STUDENT. Mandatory field for operations 1, 2.

3. FIRST NAME INVALID – Valid firstname should not be greater than 60 characters and can include any special characters. Mandatory field for operations 1, 2 AND for the roles ADMIN, TEACHER.

4. LAST NAME INVALID – Valid lastname should not be greater than 60 characters and can include any special characters. Mandatory field for operations 1,2 AND for the roles ADMIN,TEACHER.

5. USERNAME INVALID – Valid username should contain minimum of 5 characters but not be greater than 255 and can include special characters like “‘&+-=!#$%*/?^{|}~@ AND alphanumeric. Mandatory field for all operations 1, 2, 3, 4.

6. USER LABEL INVALID – Valid user label should not be greater than 255 characters and can include any special characters. Will default to lastname, firstname if left empty.

7. EMAIL INVALID – Valid email id should include the set of special characters as that mentioned in the username and should be of the proper mail id format.

8. FROM DATE INVALID – Valid date should be of the format mm/dd/yyyy. If given empty will default to the current system date.

9. TO DATE INVALID – Valid date should be of the format mm/dd/yyyy.

10. PASSWORD INVALID – Valid password should contain minimum of 5 and maximum of 20 characters and can include only alphanumeric characters. Mandatory field for operations 1, 2.

11. EXCEEDED MAX USERS FOR ORGANIZATION – Number of users for the given organization has reached the maximum limit.

12. USERNAME AUTO GENERATED – If the provided username is a duplicate, a new username was auto generated.

13. USERNAME DUPLICATE – Error code that the username already exists in the application database.

14. INVALID COLUMNS – If the data column values do not match the requirements, this error code is set.

15. INVALID RESPONSE AND/OR SUGGESTED USERNAME FIELD – Response or suggested username column should not contain any data other than an empty value.

16. INVALID FROM-TO DATE COMBINATION – Valid from and to dates (from date should be lesser than to date) should be entered.

17. FIRST NAME MANDATORY – For operations 1, 2, this code is added if role code is Admin or Teacher, and if first name is empty.

18. LAST NAME MANDATORY – For operations 1, 2, this code is added if role code is Admin or Teacher, and if last name is empty.

19. ROLE CODE INVALID FOR GIVEN ORGANIZATION AND PRODUCT– Role code should be a valid one for the given organization and the product relation.

20. ORG-PRO INVALID COMBINATION – The organization and product relation should be valid.

21. MANDATORY FIELDS MISSING – Code if any of the mandatory fields mentioned above are missing.

Once your .csv file is correctly uploaded, you will receive update notices in your Messages box. If any errors occur at this point, you will receive a message with a link to an error file showing users were not uploaded. Again, you will find the error codes in the Response column of the file. Follow the same process outlined above to correct errors and upload the corrected file.

II. Modify User Data

The Modify Users .csv template is almost identical to the Add Users template. Please refer to the column descriptions given above for information about what each column should contain, except for Column A – Operation.

Because you are modifying user data, put a “3” in Column A for each user. The easiest way to do this is to enter “3” in the first row of your list, then fill or drag the contents of that cell down the length of your list.

To modify user data, you MUST enter a Username for each record you want to modify. In addition, you MUST include a User Label for each record. However, you may modify the User Label. Beyond that, you only need to enter the data you want to change. In this file, you can modify any information EXCEPT the username. This might include changing information in either Mandatory or Optional columns, or adding information to previously blank Optional columns.

Once you have entered all your modified data, delete the contents of Row 2 (the directions for the contents of each column), then upload this .csv file as you did when you originally bulk loaded users. (see above)

III. Delete Users
The Delete Users .csv template is almost identical to the Add Users template. Please refer to the column descriptions given above for information about what each column should contain, except for Column A – Operation.

Because you are deleting users, put a “4” in Column A for each user. The easiest way to do this is to enter “4” in the first row of your list, then fill or drag the contents of that cell down the length of your list.

The ONLY other data you need to enter in the .csv file if you are deleting users is each Username you wish to delete.

Once you have entered all the usernames of all users you want to delete, delete the contents of Row 2 (the directions for the contents of each column), then upload this .csv file as you did when you originally bulk loaded users.

Validation of Actions

Once any of your .csv files are correctly uploaded, you will receive update notices in your Messages box. If any errors occur at this point, you will receive a message with a link to an error file showing users were not uploaded. Again, you will find the error codes in the Response column of the file. Follow the same process outlined above to correct errors and upload the corrected file.

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