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Overview
The Veracross Data Importer allows you to both import new and update existing resources for use in resource reservations and class scheduling within Veracross. This import type is considered both an importer and an updater — it allows you to import new resources and also update resources that already exist in the database. To update an existing resource, the values that must match the existing resource are:
- resource_type
- description
Uploading resources involves the following two steps:
- Preparing the data for upload using the Resource import type template, which is provided before data import on the Importer site.
- Uploading the data using the Veracross Data Importer.
Preparing the Data for Upload
Prepare a comma separated value (CSV) file containing all data to import. This file must contain all columns in the order listed below, even if no content is populated in the columns. If there is no content in a column, that row must be left blank.
Recommendation: Use the import template provided at import.veracross.com/your_school, rather than creating your own CSV file. This can eliminate many unintentional errors.
Fields in the Import Type Template
There are a mix of columns in this import type where columns are required to be populated by a value and where the column being populated is optional. These are detailed in the Value Considerations column below.
| Column (Field) Name | Value Considerations |
|---|---|
| resource_type | Required field. Text format. What type of resource this resource is. This value can either be the Description or the ID in the Resource Type query. |
| description | Required field. Text format. The name of this resource. This is found as the Description field in the Resource List query. This field has a 100 character limit. |
| abbreviation | Text format. The abbreviation for this resource, if applicable. This is found as the Abbreviation in the Resource List query. This field has an 8 character limit. |
| school_level | Text format. The school level this resource is associated with. This can be populated by one of three values found on the School Levels query:
|
| campus | Text format. The campus this resource is associated with. This can be populated by one of three values found on the Campus List query:
|
| building | Text format. The building this resource is associated with. This can be populated by either the ID or Description value in the Building List query. |
| NOTE: The "responsible person" fields are entirely optional but — if you wish to use them — you must use one of the following sets of data: responsible_person_id or responsible_person_reference_type and responsible_person_reference_value | |
| responsible_person_id | Numeric format. The person_id can be found in the Person ID field in a standard Find Person query. |
| responsible_person_reference_type | Text format. Must be an already existing person reference type. This information can be found in a Person Reference Type query. Must be either of the following:
|
| responsible_person_reference_value | Text format. This value is the reference value in a Find Person Reference Number query. |
| reservation_approval_required | Boolean format. Whether a reservation is required to use this reservation. Options are:
If left blank during import, this field defaults to the "No" option. |
| setup_time_required | Numeric format. The amount of setup time required to use this resource. Value should be listed in number of minutes. If left blank during import, this field defaults to 0 minutes required for setup. |
| teardown_time_required | Numeric format. The amount of setup time required to pack up this resource after using it. Value should be listed in number of minutes. If left blank during import, this field defaults to 0 minutes required for teardown. |
| capacity | Numeric format. The capacity of this resource, if applicable. If left blank during import, this field defaults to 0 for a capacity. |
| hourly_cost | Numeric format. The hourly cost of this resource, if applicable. This number must be a whole number. If left blank during import, this field defaults to 0 for hourly cost. |
| notes | Text format. Any additional notes you want to include about this resource. The character limit for this field is 1000 characters. |
| allow_multiple_reservations | Numeric format. Determines whether or not this resource allows for multiple simultaneous reservations. There are three options:
If left blank during import, this value defaults to option "1". |
| maximum_hours_per_week | Numeric format. Determines the maximum number of hours this resource can be reserved per week. Value must be between 0 and 255 and be a whole number. If left blank during import, this field defaults to a value of "40". |
| subject | Text format. Determines whether or not this resource is associated with a particular subject. This field may be populated by either the ID or Description field in the Subject List query. |
| include_in_scheduler | Boolean format. This determines whether this resource is included in the Scheduler. This field is primarily used if the resource in question is a room. Available options are:
If left blank during import, this field defaults to the "No" option. |
| make | Text format. The make of the resource, if applicable. This field allows for a maximum of 75 characters. |
| model | Text format. The model of the resource, if applicable. This field allows for a maximum of 75 characters. |
| model_identifier | Text format. The model identifier of the resource, if applicable. This field allows for a maximum of 75 characters. |
| serial_number | Text format. The serial number of the resource, if applicable. This field allows for a maximum of 75 characters. |
| purchase_date | Date format. The date when this resource was purchased. This should be entered in the MM/DD/YYYY format. |
| jrpo_code | Text format. The JRPO code for the resource, if applicable. The following are available options for this field; you may either include the ID (left of the "=" sign) or the description (right of the "=" sign):
If left blank during import, this field defaults to option "0". |
| screen | Text format. The screen of the resource, if applicable. This field allows for a maximum of 20 characters. |
| memory | Text format. The memory of the resource, if applicable. This field allows for a maximum of 20 characters. |
| storage | Text format. The storage of the resource, if applicable. This field allows for a maximum of 20 characters. |
| ethernet_mac_address | Text format. The ethernet mac address of the resource, if applicable. This field allows for a maximum of 20 characters. |
| wireless_mac_address | Text format. The wireless mac address of the resource, if applicable. This field allows for a maximum of 20 characters. |
| extension | Text format. The extension for the resource, if applicable. This field allows for a maximum of 10 characters. |
| part_number | Text format. The part number of the resource, if applicable. This field allows for a maximum of 75 characters. |
| processor | Text format. The processor of the resource, if applicable. This field allows for a maximum of 75 characters. |
| include_on_portals | Boolean format. This determines whether this resource is included in the Portals. Available options are:
If left blank during import, this field defaults to the "Yes" option. |
| used_by_athletics | Boolean format. This determines whether this resource is used during Athletic Programs. Available options are:
If left blank during import, this field defaults to the "No" option. |
| allow_multi_day_reservation | Boolean format. This determines whether people are able to reserve this resource for multiple days. Available options are:
If left blank during import, this field defaults to the "Yes" option. |
| allow_recurring_reservation | Boolean format. This determines whether people are able to set up a recurring reservation for this resource. Available options are:
If left blank during import, this field defaults to the "Yes" option. |
Common Questions
Can I create new resource types, campuses, buildings, and school levels through this import tool by inserting values that don't exist yet?
No — if you include a resource type, campus, building, or school level that doesn't exist yet, the import will fail.
I know I need to be certain of SOMETHING when specifying people responsible for resources; what is it again?
Including a responsible person on a resource isn't required, but if you do, then either one of the data sets must be included:
- responsible_person_id OR
- responsible_person_reference_type AND responsible_person_reference_value
What do I have to make sure match if I want to update an existing resource through this import type?
To update an existing resource type, you must ensure that the following values match on the original resource and the new line in your csv file with edits:
- resource_type
- description