Whether you’re looking to populate your site with historical agreements or add agreements brought to you by departments outside of your office, administrators can now import agreements in bulk. An easy-to-use template simplifies the process. You can quickly see the results of the import, including any errors, as soon as the import process is complete.
This article covers
Importing Agreements
Navigating to Agreements > Agreements displays a continually updated list of every agreement in the system. Clicking 'Import Agreements' in the upper right of the Agreements page allows admins to import agreements in bulk.
After clicking the 'Import Agreements' button, Admins will be able to:
- download the import template
- drag the import file to the box or choose the import file via a 'Browse' button
Once the file is ready to be imported, clicking the 'Upload' button will start the upload process. If the incorrect file was selected, it can be deleted by clicking the trashcan icon.
Upon the file uploading, the 'status' will show as 'completed' with the progress bar showing full and green. The import results can be downloaded as an Excel file by clicking the download icon (a cloud with a downward pointing arrow). Clicking 'Finish' will close the modal, causing the Agreements page to reload with the newly imported agreement(s) at the top of the list.
If there is an error, a message will show at the bottom of the import screen prompting you to make the necessary changes and import the file again. When errors occur, remove the successful entries and only import the fixed lines to prevent duplicate agreements being created.
Import File Requirements
The following fields are available in the agreements import file. Those listed as "Required" are mandatory for a successful file import.
IMPORTANT NOTE: While note all columns/fields are required, the columns must remain in the file in order for the import to be successful. If the file structure changes at all (columns are removed), the import will fail.
| Column Header | Required/Optional | Formatting Information |
| Agreement ID | Optional | Required ONLY if updating agreements via import. |
| Agreement Name | Required | Name of agreement will show on any published agreements along with partner name on the Global Footprint public agreements site. |
| Agreement Status | Required |
"Active", "Terminated", and "Expired" are the three status options. The import will fail if the status and end date entered in the file do not match.
Active = agreement end date has not yet been reached
Terminated = agreement has been terminated prior to the agreement end date Expired = agreement end date has passed without agreement being renewed
|
| Agreement Type 1 | Required | This should be an exact match to one of the agreement types listed within Agreements Admin > Settings, Site Configurations tab and Agreement Type section. |
| Agreement Type 2 | Optional | If the agreement has multiple types, the value supplied here should be an exact match to one of the agreement types listed within Agreements Admin > Settings, Site Configurations tab and Agreement Type section. |
| Agreement Start Date |
Required |
This should be in format that reflects your site's settings (for example, US clients will use MM/DD/YYYY while Australian Pacific clients may use DD/MM/YYYY). The cell format should be text or custom with the date type formatted to reflect your site's settings. The year will show for any published agreements on the Global Footprint public agreements site as "Year Established". |
| Agreement End Date | Required | This should be in format that reflects your site's settings (for example, US clients will use MM/DD/YYYY while Australian Pacific clients may use DD/MM/YYYY). The cell format should be text or custom with the date type formatted to reflect your site's settings. |
| Agreement Location 1 | Required | This can be a city and country combination (Paris, France) or an exact address. This value will show on the public site and is used to place the pin on the map. |
| Agreement Location 2 | Optional | This can be a city and country combination (Paris, France) or an exact address. This value will show on the public site and is used to place the pin on the map. If an activity could occur at more than one location (i.e. site visit to home institution by partner), then it is recommended to enter a value here (such as your institution's location). |
| Agreement Description | Optional | This description will show on the public site within the agreement. |
| Published | Optional | This determines if the agreement shows on the public site or not. Enter 'Yes' to publish on the public site and 'No' for it to not be published. |
| Program Ids | Optional | This is used to link a study abroad program to the agreement, allowing activity to automatically be logged in the agreement as well as use the Nomination feature. Note: multiple programs can be linked to one agreement by separating them with a comma (for example 12345, 23431) but a program can only be linked with one agreement. |
| Sponsoring College | Required | This should be an exact match to College Name within Agreements Admin > Settings, Site Configurations tab and Colleges section. The sponsoring college will show for any published agreements on the Global Footprint public agreements site. |
| Sponsoring Department | Required | This should be an exact match to Department Name within Agreements Admin > Settings, Site Configurations tab and Departments section. The sponsoring department will show for any published agreements on the Global Footprint public agreements site. |
| Sponsoring Contact First Name | Required | Admins view only: populates within Sponsor information in agreement and within Agreements > Contact List. |
| Sponsoring Contact Last Name | Required | Admins view only: populates within Sponsor information in agreement and within Agreements > Contact List. |
| Sponsoring Contact Email | Required | Admins view only: populates within Sponsor information in agreement and within Agreements > Contact List. |
| Sponsoring Contact Phone | Optional | Admins view only: populates within Sponsor information in agreement and within Agreements > Contact List. |
| Sponsoring Contact Role | Optional | Admins view only: populates within Sponsor information in agreement and within Agreements > Contact List. |
| Partner Name | Required | Name of of partner will show for any published agreements on the Global Footprint public agreements site. |
| Partner Address | Required | This should be in a City, Country or City, State, Country format. This address is what shows on the Global Footprint public agreements site. |
| Primary Contact First Name | Required | Admins view only: populates within Partner information in agreement and within Agreements > Contact List. Editable within Agreements > Partner Management. |
| Primary Contact Last Name | Required | Admins view only: populates within Partner information in agreement and within Agreements > Contact List. Editable within Agreements > Partner Management. |
| Primary Contact Email | Required |
Admins view only: populates within Partner information in agreement and within Agreements > Contact List. Editable within Agreements > Partner Management. |
Note that using fields/data points not in the system (including statuses other than Active, Expired, and Terminated) can result in the import failing.
Updating Agreements in Bulk
The Agreement Import feature can also be used to update agreements in bulk. Note: updating agreements in bulk using the import feature will overwrite.
Follow the steps below to successfully update your agreement details in bulk.
Step 1: Select the Agreement(s) to be Updated
After navigating to Agreements > Agreements, select the agreements for which you want to change details by clicking the box to the left of the partner name. A minimum of 25 is allowed at once to ensure a successful export of the data. If more than 25 agreements need to be updated, they will need to be done in batches.
Step 2: Download Agreement Details
Upon selecting agreements, a dropdown menu appears on the upper left of the screen, above the selection boxes and partner list. From this dropdown you will select "Download Agreements", which will provide you with an Excel download.
Step 3: Edit Agreement Details In the Export File
Update the export file to show the changes you wish to see in the site. Note that any changes made in this file will be reflected in the agreement itself after the import is complete. While rows can be removed, columns cannot be added or removed.
Step 4: Import Updated Agreement File
Just as when you import agreements, you will navigate to Agreements > Agreements, and import the updated file using the "Import Agreements" feature.
Again, to ensure the export is successful, only 25 agreements can be exported at a time. Repeat steps 1-4 as many times as necessary to update all desired agreements.
Additional Resources
Here are other resources that may interest you: