Managing Data in Wisr

Managing Data in Wisr

In this article, we will explain the ways in which data is imported into Wisr, with context for inviting and managing your members, deactivating members as well as updating existing member information within Wisr. This article provides specific instructions on file formatting and directly importing this data using the Data Tools section of the admin panel. If you are looking for more information on automating imports into Wisr over SFTP, please refer to this article.

Quick Video

This video demonstrates the functionality of the Data Tools in Wisr.

Pre-verification

Pre-verification is the process of importing members who will be invited to access your site and synchronizing any external data with their Wisr record. If you are unfamiliar with how Wisr structures member tables, this article provides more context on the purpose of pre-verifications: Managing Members.

Download your site-specific import templates

Admins can create pre-verified records individually or in bulk. Wisr will generate site-specific import templates for:

Profile Data
Degree Data

To download these templates, click either:

Members > view the Pre-Verified tab > click the dropdown next to ‘Add one’ > click Pre-verify new members
Data Tools > click the dropdown next to ‘New Job’ > Pre-verify new members

You will be taken to within the Pre-verify new members data job where you will see ‘Download a sample .csv file’ towards the bottom of the page. Clicking this download link will provide you a template with all current custom and profile fields.

We advise creating custom fields before importing records in bulk. Column headers will be added to your template for each custom field you create, allowing you to append fields and directory data to a member profile. For more information on custom fields, click here. If custom fields are added at a later point in time, following the directions for the Update Members data job below will allow you to easily append additional information to an existing record.

File Formatting

Files must be submitted as a CSV in the UTF-8 format. Please choose comma as your delimeter of choice when submitting these files as we do not accept tab, space or other ways of delimiting. If text qualifiers are supported when exporting from your CRM or Text Editor, please enable this feature as it can potentially pre-emptively solve a litany of import issues such as a comma being in the first name field.

Completing the Import Template

Whether you are putting together the CSV file manually in Excel or scheduling a Query Export from your CRM of choice, please keep in mind the following format and character limits.

Field	Type	Limits	Required	Notes
First Name	Text String	30 characters	No	We recommend using your member’s preferred name
Last Name	Text String	50 characters	No
Email Address	Text String	255 characters	Required if Unique ID not present
Unique ID	Text String	100 characters	Required if Email not present	Usually the ID from your CRM or SIS system
Type	Text String	255 characters	Yes	Must match member type exactly

*Please take note of which fields are marked as required.

*For more information on member types, click here.

Additional columns beyond the five standard fields will be included in your import template if you have added custom fields to your site. These fields are not required to pre-verify a member. The below contains information regarding certain types of custom fields. Please note that if your import file is blank for that particular custom field and row, the import will still process and will not fail.

Field Type	Requirements
Date Field	YYYY-MM-DD(e.g. 2016-06-01)
Multiple Choice	Must match available options exactly
True/False	Accepts t/f;true/false;1/0;y/n;yes/no
Address	Import template will automatically create columns for street, street 2, city, state, and country
Web Link	Must be in a URL format (e.g. http://getwisr.com )

SFTP Automation or Admin Data Job Processing

The below instructions are for Wisr site admins that choose to process the three core Data Jobs themselves. Choosing to automate via SFTP exchange with Wisr is also an option for each data job. If you are interested in pursuing the SFTP option, please follow the instructions here to set up a Wisr-hosted SFTP.

Running The Pre-Verification Upload

Now that you have completed your import template, it is time to run the file upload. Click either on:

Members > view the Pre-Verified tab > click the dropdown next to ‘Add one’ > click Pre-verify new members
Data Tools > click the dropdown next to ‘New Job’ > Pre-verify new members

This will bring you to the screen that prompts you to choose a file. Choose your desired file and press Next. You will now be prompted to map columns from the file to Wisr fields. Please select the proper option or skip if you wish to not import that column from your file. Once this is done, press next and you will be shown the previously selected fields and columns for confirmation. After confirming that you have chosen the right options, you are ready to start the process. Proceed to the next screen and you will see the status of the pre-verified data job. It will initially have an incomplete status. Refreshing the screen will show the updated status as well as any new verifications, updated verifications, skipped records, errors and warnings at the bottom. For common warnings and errors, please see the section at the bottom of this article.

The status bar will update as the job completes and when the job completes the status will read as "Completed."

Formatting Education Data

In order to successfully import education data, you will need to provide the following information below. A degree import template can be retrieved by going to Members > view the Pre-Verified tab > click the dropdown next to ‘Add one’ > click Upload degree data > download a sample .csv.

Field	Required	Note
Unique ID	Yes	Must match the Unique ID of an existing verification to import
Degree	Yes	BA, Bachelor of Arts, MBA, Master of Business Administration
Graduation Year	Yes	Must be in YYYY format
Major	No	Optional, but recommended
Subschool	No	Must match values set during implementation for colleges, departments

Bulk Updating Active and Pre-Verified Members

Wisr supports updating existing data within the application based on either a Unique ID or a Profile ID. Please note that if a Profile ID is chosen as the identifier to update records, you will only be updating Active members. Updating information by Unique ID is the preferred method. The file will need to be in the following format:

File Headers - Unique ID or Profile ID (required), followed by the columns you want to update

The process to run the Update Members data job is very similar to the pre-verification data job. Go into the Data Tools section of your admin tools, and click on New Job and select Update Members. Choose your CSV file and click next, where you will now map columns and choose your unique identifier to update records. Please ensure that your unique identifier matches the identifier in your CSV file. You are now ready to start your data job.

After pressing start, refresh the screen until the job is complete. The job log at the bottom will show you the total number of profiles and pre-verified verifications updated as well as give you warnings for any Unique ID’s that were skipped due to the ID not being found in our system. It will also give you a total skipped number.

The status bar will update as the job completes and when the job completes the status will read as "Completed."

Bulk Deactivating Active and Pre-Verified Members

The Data Tools within Wisr support the bulk deactivation of active profiles and the deletion of pre-verified records. The process is similar to the previous two data jobs. By utilizing a Unique ID instead of a Profile ID like above, Wisr Admins can bulk deactivate/delete both active and pre-verified records in the same job. The file will need to conform to the following format:

File Headers - Unique ID or Profile ID (required), followed by a deactivation reason column which is optional.

After composing your file, head into the Data Tools section of the Wisr admin panel, click New Job and select Deactivate members. Choose your CSV file from your local drive, and press next when ready. The next screen will require you to choose your columns and keys. When ready, press next and you are now ready to run your data job.

Refresh the screen until the job is complete. The job log at the bottom of the page contains the number of Profiles deactivated (which indicates an Active Member) as well as includes the number of Verifications deleted (which indicates a pre-verified record that never became active). Any Unique ID’s not found in our system that were included in your file will be included in the messages at the bottom as well as a skipped total.

The status bar will update as the job completes and when the job completes the status will read as "Completed."

Common Warning and Error Messages

Pre-verified Data Job

profile already exists warning - information was skipped due to that member being active. If this active record needs to be updated, please run the Update Members Data Job.

Update Members Data Job

No record exists for Unique ID/Profile ID – this means there was an ID in your CSV file that was not in our system and the ID was skipped

More than one user found for 000xx8392 (Sample Unique ID) – The record was skipped as a precaution. Please contact a Wisr admin if you wish to update these records.

Event Management - Bulk Create and Update Events & Event Visibility by Member Type

The Import Events Data Job allows Wisr Admins to create new events in bulk and/or bulk update existing events.

Use Case: A Wisr Admin would like to create new events or update a pre-existing event. The Wisr Admin can use the Import Events Data Job to make these changes.

File Requirements: .csv file
The following columns are required for the file import:

1. Event ID
a.Creating New Events: Assign a generic ID number, starting at 1, for each new event.
b.Updating Events: Locate the pre-existing Wisr Event ID (in the Wisr Admin Panel, in the Events section) and associate the existing Wisr Event ID to the appropriate updates,

2. Name of the Event: Text (string)

3. Event Start Date and Time:
a.Example: MM/DD/YYYY, HH:MM

4. Event End Date and Time
a.Example: MM/DD/YYYY, HH:MM

The following columns are optional and can be included in the file import:

•Event Location General – Provide a General Location for the Event

•Event Location Street

•Event Location City

•Event Location State (Abbreviated or Full State Name)

•Event Location Zip Code

•Event Location Country

•Alternate Time Zone

oIf the time zone is different that the pre-selected time zone for the event, denote this here.

•Event Registration URL

•Event Description

•Event Created By (user)

•Event External ID (if applicable)

Step 1: Upload File

Once your file is prepared and ready for upload, go to the Data Tools section of the Wisr Admin Panel. Click New Job and select Import Events. Select the CSV file from your local network and select the Next button.

A CSV file template can be found by navigating to the Data Job section of the Wisr Admin Panel, Selecting New Job, and clicking the Download a Sample .csv File link.

Step 2: Map Fields

Key Field:
Creating New Events: When creating new events and updating pre-existing events, the Key Field should be set to Event ID in both the Column and Wisr Field drop downs.

Options
Udate Existing:

•If the box is checked: the data tool will update any existing events, based on the selected key field.

•If unchecked: the data tool will skip existing events.

Include in Digest: Determine if the changes should be included in the daily digest email to users.
Default Time zone: Adjust the event time zone if necessary.

Field Mapping: Map the appropriate fields in the file to the corresponding fields in the data job tool (if necessary)

Step 3: Review the Event Import

Review the file name, number of events (records) in the file, and the mapped fields. If you would like to start over and edit the upload settings, mappings, or naming conventions, select Cancel. Otherwise, click Start to begin the data job.

Step 4: Data Job Information and Status:

The Job log at the bottom of the page reveals the number of events created and or updated. Additionally, any skipped rows will be displayed with a message regarding why the error occurred.