The Import File page is a summary of all import files uploaded and processed in the application and allows users to review and take action on individual records. Users may also manually import files into the application, if needed.
Importing Files
- To import a file, click on Import {{ TEMPLATE }} File to open an explorer window and select a file. This will immediately add the file to the import history grid below.
- Please note that if you have multiple file types (typically caused by not following the recommended import file specifications), a user may have multiple import buttons to select the specific template file to import.
Import History
By default, the Import History grid will display a list of all files imported into the application from newest to oldest. The following information included on the grid
- Import Date - please note this is shown in Coordinated Universal Time (UTC)
- Original File Name
- Processed On: the day and time the file completed processing - please note this is shown in Coordinated Universal Time (UTC)
- Status: Processing (if currently processing), Complete (when processing has completed), or Error (if a file error is found causing the file not to be processed)
- Total Records : the total amount of student records processed
- Errors : the number of individual student records with an error
- Imported By : name of person who manually imported the file, or a default system name if imported through API (i.e. school_system_user)
- Click on the Magnify Glass Icon to navigate to the File Details page to view individual records and taken further action
- Click on the Download Icon located in the last column of each record to download a copy of the import file (Admin roles only)
- Click on the Export button below the grid to download a CSV export of the grid (Admin and User roles only)
File Details Page
The File Details page gives you a closer look at an import to review each individual record status and take further action.
The File Details page will give a summary of all the records within the file, including a breakdown of the number of records in the file, the number of letters generated, the number of those letters delivered, the number of those letters undelivered (due to a bad email address or possible block by the email server), and the number of letters opened.
The records grid contains the following information:
- Student First Name
- Student Last Name
- Student ID
- Student Email Address
- Template: the type of template sent out by the institution
- Status: current status of a record at the time the page was opened/refreshed
- Queued: record is loaded and queued to create template
- Sent: template sent to student, delivery not yet confirmed
- Delivered: template was created and sent to email/SMS on file
- Opened: (template was delivered and opened by student - this status will appear when the student opens the HTML version of the template for the first time)
- Document Generated: template has been generated, but no email/SMS communications were sent
- This is the final outcome for print templates delivered back to the institution
- Document Generation Error: template failed to generate (Error column will elaborate on reason)
- Bounce Back/Dropped: (template was created and sent to email address on file, but sent back - typically due to a bad email address or a restrictive email server)
- Error Code: this has a short description of what had caused an error for the record; typically the record is not formatted correctly or has an additional cost or fund type that is not defined
- Click on the Show Advanced Filtering button above the grid to expand filter rules
- Advanced filtering allows users to search student records within the import file by the first name, last name, student ID, template type, email address, and/or the current status for the record
- Click on the Refresh button to refresh the grid as the application is currently processing the file. If the file has already completed, the Refresh button does not have any use.
- Click on the Export button below the grid to download a CSV export of the grid (Admin and User roles only)
Admin and User roles have the ability to take further action with a student record, based on the type of template used.
- Click on the "Select an action..." drop down located in the last column of each record to display allowable actions
- Note that a student record that has a status of Error will not have the ability to take further action, as there is no award letter or shopping sheet to do so
- Note that a student record that has a status of Error will not have the ability to take further action, as there is no award letter or shopping sheet to do so
- Select View (Template Name) to open a copy of the HTML version of the template in a new tab
- Select Download PDF to download a copy of the PDF version of the template
- Select Resend to Student Email(s)to resend a copy of the student email to the email address provided in the import file
- A confirmation modal will appear with the list of email addresses to send to - this cannot be changed. Click the Send Email button to confirm, or Cancel
- This is only available for digital template sent via email. Print templates will not have this functionality.
- Select Resend to Other Addressto resend a copy of an email to an address of your choice
- A confirmation modal will appear requesting you to enter an email address you wish to send to.
- This is only available for digital template sent via email. Print templates will not have this functionality.
