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Upload Group and Group Users

The district or school super user can import groups, folders, and the group users into their Edline websites. If your district has extracurricular activities that follow a similar format across schools, you can upload the groups to your websites and the web pages will be automatically added to your site, just like classes. You can also upload the manager of the site and all it’s members. This information can then be used to create websites for Parent Teacher groups, any Athletic departments with individual websites for each sport, and any student clubs. This option will save time when creating different pages for your school activities.

The Quick-Sync feature available in Edline includes the new formats to upload groups and the group users — Group Import (es_grp_01) uploads groups and/or folders; and Group Users Import (es_gus_01) and Group Users Import (es_gus_01~nw) no overwrite uploads the users for the groups.

Format of Group Upload Files

The format of the es_grp_01 file is very flexible, but you must have a header with each column’s field labeled. The group file contains the following fields needed for your header (quotation marks ” preferred but not required):

"SchoolID","UserID","Path","Name","Type"

Blank fields are acceptable but missing fields are not. Required fields cannot be blank.

Each record must appear on a separate line, and all fields should preferably be surrounded by double quotes and separated by a comma. Blanks are accepted, but the required fields must be present:

SchoolID (Optional, required for districts) — School number or unique identifier. Blanks supported. If uploading from the district homepage, this field is required.

UserID (Optional) — The unique identification code of the user that is managing the group. Blanks supported.

Path (Required) — The location for the group or folder being created. For example, Athletics might be the path for a new sport page. Blanks mean the Contents folder of the website.

Name (Required) — The name of the group or folder being created. For example, Football.

Type (Required) — The type of information being created — Group or Folder.

File Examples

The following is an example of how the group file can be created:

"SchoolID","UserID","Path","Name","Type"
(1) "centralhigh","","","Athletics","Folder"
(2) "centralhigh","","Athletics","Fall Sports","Folder"
(3) "centralhigh","teacher001","Athletics/Fall Sports","Football","Group"

The first line (1) would create the Athletics folder within the school’s Contents section of the website. When the Path field is blank, the group or folder will be created in the Contents section.

The second line (2) creates a Fall Sports folder within the Athletics folder created in the first line (1).

The third line (3) creates a Football group within the Fall Sports folder created in the second line (2), of the Athletics folder created by the first line (1). In this case, the Path includes several levels, which need to be separated by a forward slash (/) symbol.

The line order of the group file is important. Parent folders and groups must be created before any sub-groups (child) items. For example, if your school had no Athletics or Fall Sports folder, and you attempted to upload a file that created Athletics/Fall Sports/Football in a single line, the line in the upload would fail.

Format of Group User Upload Files

The group members must be listed in the group users file. The group file contains the following fields needed for your header:

"SchoolID","Path","UserID","Superuser"

Blank fields are acceptable but missing fields are not. Required fields cannot be blank.

Each record must appear on a separate line, and all fields separated by a comma. Blanks are accepted, but the required fields must be present:

SchoolID (Required for uploading more than one school) — School number or unique identifier.

Path (Required) — The location for the group or folder where the user is being added.

UserID (Required) — The unique identification code of the user in the school’s student information system.

Super Users (Required — Yes/No, Blank means No) — Determines whether or not the user is the super-user (manager) of the group. Y(es) means the user will be the manager of the group (for coaches or other administrators), and N(o) means the user will just be a standard member of the group (for students or other members).
Students can be given Super User permissions for a group. Be sure to set the Superuser field correctly so you don’t inadvertently give permissions to the wrong user.

File Examples

The following is a sample of users being added to groups:

"SchoolID","Path","UserID","Superuser"
(1) "centralhigh","Athletics/Fall Sports/Football","coach01","Y"
(2) "centralhigh","Athletics/Fall Sports/Football","coach02","Y"
(3) "centralhigh","Athletics/Fall Sports/Football","student01","N"
(4) "centralhigh","Athletics/Fall Sports/Football","student02","N"

The first two lines add the coaches of the football team to the Football group (under Athletics and Fall Sports). They will be super users (Y) to manage the group web page.

The last two lines add the student players to the football team. They will not have super user (N) permission to the web page.

Standard Upload Vs. Overwrite for the Group Users

The Group Users Import (es_gus_01) option allows you to upload the group users while completely replacing any existing users.

The Group Users Import (es_gus_01~nw) no overwrite option allows you to add new group users only. Any existing users will not be changed in Edline, even if they do not match the file.

You can choose either option when uploading group users. You may want to refresh your system before the beginning of the year by selecting the full import option, and during the year you may want to select the no overwrite option, in case group members updated any information manually.

Download Sample Files:

How to Upload the Groups/Folders

When you upload groups and any sub-group folders, the web pages will be added to your school website. You can upload the group information using the Quick-Sync feature. You must upload the groups before uploading the group users.

  1. From the menu bar on the home page, select Tools, and then select Quick Sync.
  2. Click Browse to search for the file that contains the groups.
  3. In the Type of Data box, select Group Import (es_grp_01) to upload the group and folder information.
  4. Click Sync to preview the number of files that will be added.
  5. Click Process to upload the information.

    The upload results will appear.

How to Upload the Users for the Groups

After the groups have been uploaded to your website, you can upload the users that are members of those groups. Upload the group members using the Quick-Sync feature.

  1. From the menu bar on the home page, select Tools, and then select Quick Sync.
  2. Click Browse to search for the file that contains the group users.
  3. In the Type of Data box, select Group Users Import (es_gus_01) to upload the members of the group while overwriting any existing users, or select Group Users Import (es_gus_01~nw) no overwrite to only add the new members.
  4. Click Sync to preview the number of files that will be added.
  5. Click Process to upload the information.

    The upload results will appear.