Administrators can easily and efficiently add Community Organizations in bulk to their institutions' Collaboratory. When initially setting up your Collaboratory, it is suggested to import the most frequently identified Community Organizations your institution partners with to reduce future data entry for faculty and staff. Institutions are encouraged to continuously import lists of community organizations as they rollout Collaboratory across campus.
REMINDER: Bulk importing Community Organizations does not send out email notifications from Collaboratory. They receive alerts only when the organization is affiliated with an activity.
TIP: This may be a good time to let your partners know about Collaboratory, contextualizing the announcement within your institution's strategy for capturing your engagement activities.
Keep in Mind
When importing community partners, it’s important to avoid importing individual units such as departments, offices, or schools housed within external partner institutions (i.e., Mount Conifer Department of Sociology). Only the external institution should be listed as a community partner (i.e. Mount Conifer University).
Granular units within an external partner institution are captured within the activity form when the external partner institution is connected to an activity.
Your campus units, even those that might be more external-facing, should not be imported as community partners. If it is a unit (e.g., center, office, department) that is internal to your campus, it should be entered separately as an institutional unit in your Collaboratory.
How it Works
Administrators should work to complete the Community Organization Bulk Import Template.
Once the .csv template has been completed, email it to your Customer Specialist.
Our development team will handle the import, and your Customer Specialist will keep you updated on the timeline and any further details.
Once the bulk import process is complete, your Community Organizations will be available in your Collaboratory Portal.
Formatting Guidelines for .csv Import
Complete the template with the following fields. Maintain the column labels and order of columns. This is critical to a successful upload. During the import process, we will match each column in your file to a field in our database. We've provided example data to illustrate proper formatting. Follow these guidelines to format each column in your file to get the best results:
Field | Definition | Formatting Requirements | Required or | Publicly Visible |
Organization Name | Name of community organization | Alphanumeric string | Required | Yes |
DUNS | DISREGARD: Required for other product | --- | NOT REQUIRED | --- |
Location Type | Organization's location | Virtual or Physical | Required | Yes |
Street Address 1 |
| Alphanumeric string | Required only if Location Type is Physical | Yes |
Street Address 2 |
| Alphanumeric string | Optional | Yes |
City |
| Free form | Required only if Location Type is Physical | Yes |
Postal Code |
| Domestic: 5-digit numeric string International: Free form | Required only if Location Type is Physical | Yes |
County |
| Free form | Optional | No |
State or |
| Domestic: 2 letter state abbreviation (e.g., AR, IN)
International: 2 or 3 letters or numerical abbreviations (e.g., ALX, 27)
For all international, use the official ISO codes. | Required only if Location Type is Physical | Yes |
Country |
| 2-letter abbreviation (US, MX)
For all international, use the official ISO codes. | Required only if Location Type is Physical | Yes |
Type | Designation of organization | One of these allowed types: For-profit Nonprofit Education: K-12 Education: Higher Government Religious Informal | Required | Yes |
Description | A few sentences describing the organization | Free form | Optional | Yes |
Website | Organization's website | http:// or https:// | Optional | Yes |
General email for organization | Must validate as an email ([email protected]) | Optional | Yes | |
Phone | Organization's phone number | Must validate as a phone number xxx-xxx-xxxx | Optional | Yes |
Claim Email | DISREGARD: Required for other product | --- | NOT REQUIRED | --- |
External ID | Institution's internal ID that uniquely represents this organization in internal records | Alphanumeric string | Optional | No |
Video Tutorial: How to Bulk Import Community Organizations