5_Importing Staff

5_Importing Staff

Importing Overview

The Teacher Vitae employee importer will allow you to import employees from a Comma Separated Values (CSV) file. You must be signed in as a Vitae Administrator to perform this operation. 

Prerequisites

  • OU’s need to be set up in Teacher Vitae to map employees to the correct building/school

  • A spreadsheet with the following information for each employee (HR can typically pull this information)

Mandatory Fields

  • Firstname

  • Middlename (optional)

  • Lastname

  • SyncID

  • Title

  • OU Public Key

  • Email

  • StateIdentifier

Optional Fields

  • Employee Identifier

  • Employee Start Date

  • Employee End Date

  • Position

  • Position Name

  • Position Start Date

  • Position End Date

  • Role

Import File Format

The Teacher Vitae importer can import a comma delimited file. The fields are identified by column headers and can therefore be in any order. The column headers do need to match the column headers as shown in the following table. The Vitae importer is expecting a file that has all of your employees in it and will mark existing Employees inactive if they are not in the file. 

Special Import Instruction Note

Note: Do not import a file that only contains new employees and that does not have all of employees in it! This will deactivate all employees except the employees that were just imported!


Column Header

Required

Description

Firstname

Yes

The employee's first name.

Lastname

Yes

The employee's last name.

Middlename


The employee's middle name.

Title

Yes

The employee's Title.

OU Public Key

Yes

The employee's organizational unit / department / school. This field must match the PublicKey for one of the Organizational Units that have been setup in Vitae. If the Importer does not find a match this user will not be imported.

Email

Yes

The employee's email address. This column is required to create the user names for users to log into the system.

Employee Identifier


The unique employee identifier. This may be a state assigned identifier. Quite often the Employee Identifier will also be used as the SyncId.

Employee Start Date


The date this person started employment at this organization.

Employee End Date


The date that this person's employment ended at this organization.

Position


This employee's position. This must match a PublicKey for an existing record in the JobPositions table. If a record does not exist in the Job Positions table the importer will create a record.

Position Name


The position name.

Position Start Date


The date that this person started in this position.

Position End Date


The date that this person left this position.

Role


The role if any the user will have in Vitae. There can be any number of columns for roles in your import file. However, if you have more than one column for Roles they must be named uniquely and start with "Role". i.e. Role1, Role2 etc. The Role must match a Role PublicKey in Vitae. Importing Roles is only additive. Roles will not be removed via the import process. You may also assign roles via the administrative user interface, after importing users from an import file.

SyncId

Yes

This is a unique identifier for this employee in the source system that this information is being pulled from. This identifier allows the importer to import users again without duplicating users. This identifier should never change for an employee.


Importing Instructions

  1. Log into Teacher Vitae

  2. Hover over More

  3. Click on Admin

  1. Hover over Admin +

  2. Click Import/Export Employees

  1. Click on +Import

  1. Click Select file

  2. Find the file in your drive

  3. Click Submit Import

The Import could take several minutes. Once complete check the following:

  1. Details

    1. P = Processed

This should match the number of employees that you Imported

    1. I = Inactivated

This will show a count of all employees that were marked inactive because they were not included in the latest import

    1. U = Updated

This will be a count of employees that were update in the Teacher Vitae System

    1. D = Deleted

This will show how many employees were deleted since the last upload

    1. E = Error

This will show a count of errors. If the upload has errors see the section on resolving errors and warnings

    1. W = Warning

These are not errors because they did not stop the upload like an error will but they did not process correctly. If you get a Warning see the section on resolving errors and warnings

  1. Status

    1. Completed

    2. Failed

Resolving Errors and Warnings

If the import fails,  receives errors or a warning, a detailed explanation of what happened is available by clicking the View button in the Actions column. All errors are different. It will be necessary to look at the details, determine the issue, make necessary changes and re-import the file.

  1. Actions

    1. View

  1. Import File

Downloads the file that was imported

    1. Show

Shows Import Details. This is where the error details are located. Under Severity you will find the error. Under Description you will find a detailed error message. Correct the error and re-import the file.


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