Import/Export - preparing the CSV file

The Import / Export panel in the Administration section is used for bulk creation, updating and deleting of user accounts within Ultranet via comma-separated value (CSV) files. The interface includes options for emailing passwords upon account creation, automated creation of virtual classes from group names and the ability to update only specified user detail fields.


Preparing a CSV file for importing

Before an import can be attempted, the CSV file itself must be prepared. The key data required can usually be extracted from the school SMS or similar user database. Other information can be formatted or generated using formulae in your preferred spreadsheet editing program.

As with most import applications, the CSV file must follow a certain sequence and formatting so that the values can be read and processed.

As an exemplar, a sample CSV file is provided on the Import Users tab. Click to download it as a reference.

The columns required (in sequence) are:

A. Last Name.  This should be entered in title case (e.g. “Smith”).

B. First Name.  This could be the user’s preferred name if required, and should be entered in title case (e.g. “John”).

C. Account Type. This sets the account type for the user. The options are: Administrator, Administrator-Teacher, Teacher, Student, Parent, Guest. The Parent and Guest user type are only fully utilised when running in SMS-LMS Interoperability mode.

D. Password. A password can be manually assigned in this field. If left blank, Ultranet will auto-generate a secure password and email it to the user. The password provided will only be used for the initial sign in. Once authenticated, users will be prompted on their Dashboard to update their password to something more personal or memorable.

Note: The password field allows both case-sensitive alphanumeric characters (a-z, A-Z, 0-9) and symbols (~`!@#$%^&*()_+-={}|[]\:”;’<>?,./).

E. Email.  This email address will be used by Ultranet to deliver passwords and the Daily Digest. A generic inbox should be specified if the user does not have an email address (e.g. “")

F. User ID. This is used to identify the user within Ultranet. All user IDs within Ultranet must be unique, and can only contain alphanumeric characters (a-z, 0-9), periods ( . ), hyphens ( - ) and underscores ( _ ).

G. SMS ID. This value is compulsory for all users, including teachers and administrator-teachers. Values for this are alphanumeric (a-z, A-Z, 0-9).

H. Year Level. For students, this is their current enrolled year level (1-15). Because all fields in the CSV are compulsory, all non-student accounts should use the value “0”.

I. Group Memberships.  The remaining columns onward can be filled with the user’s group memberships. This can either be extracted from the SMS or inserted manually. It is important to consider the legibility of group names, as they are the sole source of identification.

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