Auto CSV Documentation

Document created by Ike Bennion Administrator on May 25, 2016Last modified by Ike Bennion Administrator on Jun 16, 2016
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Bridge features many easy, robust ways to get user data into your Bridge instance. One way that moves user data management closer to automation is Auto CSV. There are many ways on the client side to configure Auto CSV according to the technical ability and resources available to the client. The document should give you an idea of what’s required to move toward Auto CSV configuration.

 

 

Overview

 

Bridge’s Auto CSV on a predetermined schedule goes to a SFTP; picks up a CSV; uploads the CSV to a temporary, secure location, then uses a pre-mapped format and then uploads the CSV into the system. This CSV is treated as the "Master Record" for the Bridge instance, meaning that Bridge reflects exactly what is contained in the CSV that is picked up by Auto CSV.

 

    • If a UID that Bridge has not been uploaded previously appears on the CSV, a new user account for that UID is created.
    • If a UID that Bridge has uploaded previously appears on the CSV but with changes to the user attributes (any field around the UID in the line for a user), Bridge will update that user.
    • If a UID that Bridge has previously uploaded (including any that had been uploaded by manual CSV or one-off addition) is not found in the CSV, Bridge will terminate that user.
    • If a UID that Bridge had terminated previously appears in the CSV, Bridge will restore the user, including the enrollments at the time that the user had been terminated. If the user’s attributes have changed, or group logic has changed since the user was terminated, Bridge will update the user’s enrollments to reflect the current group logic.
    • If a UID that Bridge has created previously with no updates to the attributes of that learner, Bridge will ignore that learner and make no changes.
    • If a UID appears twice in the CSV, Bridge will ignore the second line where the duplicate UID appears (regardless if the user attribute data for the second record is different).
    • If an email is improperly formatted (contains illegal characters, does not contain an “@” or a “.xyz”), Bridge will ignore this lines.

 

Because of this logic, Bridge turns off all ability through the user interface to add, remove, or modify users through manual action since Auto CSV will come behind the manual modification and undo any changes. This means the disabling of:

    • one-off addition,
    • add via manual CSV upload (including to modify users via CSV)
    • remove via manual CSV upload, and
    • edit users one-off through the user profile pages.

 

Admins still have the ability to populate a group with a CSV, which will map the UIDs of the CSV with learners existing in the system and load them into the group. Admins also still have the ability to map users to a course via CSV or to a program via CSV.

 

If an admin would like to add additional user attributes by adding additional columns to the CSV after the initial mapping, an implementation consultant or support agent must remap the CSV to include the new fields. Users can be added independent of any intervention from Instructure.

 

Requirements

 

    1. An SFTP protocol web-hosted server hosted by the client (FTP or other formats cannot be configured).
    2. A live CSV in the SFTP folder containing the intended user attribute columns. This CSV must maintain the same name over time.
      1. Required Field:
        1. This CSV must contain UIDs, meaning a field that is intended to be the login. This field cannot contain duplicate entries.
      2. Suggested Field:
        1. An email address field. The email address should be correctly formatted (not containing illegal characters and contains an “@” and a “.xyz”
      3. Optional Fields:
        1. Other fields like first name, last name, department, job title, manager unique identifier, location, etc.
    3. The hosting location.
    4. The login and corresponding password information for Bridge to access SFTP.
    5. Any unique ports leveraged by the SFTP.
    6. The file location of the CSV (if there are multiple folders being hosted on the SFTP).
    7. Admin access to the SFTP (or automation for depositing the CSV).

 

Configuration

 

    1. Configure an SFTP and create a login for Bridge with a password.
    2. Deposit a live user data CSV into the SFTP.
    3. Send your implementation consultant the hosting location, login, password and any unique ports.
    4. Email your implementation consultant any specific instructions on mapping the CSV (i.e. the CSV doesn’t contain headers, a header that is labeled one way in the CSV should be titled differently in Bridge, etc.), and the days and hour you’d like Auto CSV to sync.
    5. The implementation consultant will map the CSV and prompt a sync.
    6. The implementation consultant will email you a summary of the configuration.

 

Long Term Use

 

Once the CSV has been configured you’ll see a new modal on the admin dashboard. Note that this modal will be viewable by all admins of the account (but note, not to any subaccounts).

 

This modal will allow you to:

    1. Contact support for help.
    2. See the last time the CSV upload completed (including a forced sync), or if there was an error in the CSV.
    3. Force a manual sync.
    4. See what happened in the last CSV upload.
    5. See and modify the days the Auto CSV will run.
    6. See the hour Auto CSV will initiate.

 

 

Troubleshooting

 

 

What You're ExperiencingThe Potential ProblemSteps to Resolve

All of my users are gone,

and

my Auto CSV modal says the last sync was successful.

Since your CSV is the master, your CSV is likely empty. Check your SFTP to confirm that the CSV contains the UIDs of your learners.

  1. Export another CSV from your HRIS. Confirm that the HRIS successfully exported the users.
  2. Place the new CSV in the SFTP.
  3. Prompt a manual sync.
  4. If this does not resolve the issue, contact Bridge Support.

One or two users are not in Bridge that should be.

The CSV likely does not contain the UID of those learners.

  1. Confirm in your HRIS that the user matches the criteria of your report that generates your CSV.
  2. Confirm that the UIDs that are missing appear in the CSV.
  3. If the users appear on the CSV, contact Bridge Support.

The Auto CSV modal notifies me that there was an error in the last upload.

There is no CSV in the SFTP,

or

the CSV has been renamed,

or

the CSV cannot be accessed (either the file itself or the SFTP).

  1. Attempt to prompt a manual sync.
  2. Check the CSV is in the SFTP. If absent, place a CSV in the SFTP.
  3. Check that the CSV name is the same as was originally configured. If misnamed, rename the CSV to match the name of the CSV at the time of configuration.
  4. If no error is found, contact Bridge Support.

 

 


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