Supported Importers With SFTP

Eduphoria supports various importers for districts that use Secure File Transfer Protocol (SFTP), such as imports for updating users, tests, student supports, and built-in roles. Here, you can review the available imports and their file requirements. Refer to the Access Keys article to learn how to create access keys and set up SFTP connections for specific imports.

Importing User Updates

Districts can use SFTP to create, update, delete, and reactivate user accounts.

Note: The only way to deactivate/delete or reactivate a user is to include the Action column and provide the corresponding value on the user record.

When a user gets created with a SchoolObjects configuration, the system sends a welcome email for activation. Users can then log in with a secure password to update their password.

User File Import Fields and Requirements

The importer processes the following file header values within a user-built CSV file. Review which fields are required and under which circumstances. Adding values to headers that aren’t required still updates the relevant user information. For instance, adding or changing the Employee ID value updates the Employee ID for that user record once the import is complete.

You can determine whether you want to use email addresses or external IDs as unique identifiers for user syncing. Your district should provide an external ID, which can be an ID from your student information system (SIS), employee ID, or any other combination of alphanumeric or special characters. We strongly advise against using Personally Identifiable Information, such as users’ birthdays or social security numbers, as these could pose significant security risks.

Best Practice: Before selecting External ID as your unique identifier, ensure that existing accounts already have this identifier. If they do not, you can apply external IDs to them by importing via email and including the external ID and Update action in your file. Then, you can assign external IDs as unique identifiers for user syncing under Management > Security Settings > Directory Services and Student Single Sign-On > User Syncing tab > User Import Options.

Menu showing Directory Services and Student Single Sign-On settings in Management.

User import options for syncing accounts with email or external ID selection.

If a column doesn’t exist or if the value is blank in the file, the import does not change the value for the user account at all, with the exception of the User/CustomRole column.

Exact Header Value	Required?	More Information
Email Address	Always required if not using External ID	If you have set Email as the unique identifier for user syncing, then every record requires a user’s email address to identify unique user accounts. If it is missing, the importer won’t process the file.
External ID	Always required if not using Email Address	If you have set External ID as the unique identifier for user syncing, then every record requires a user’s external ID to identify unique user accounts. If it is missing, the importer won’t process the file.
First Name	Required for new accounts only	If the First Name field is missing, the importer still processes the file, but it doesn’t create a user account until this field is present.
Last Name	Required for new accounts only	If the Last Name field is missing, the importer still processes the file, but it doesn’t create a user account until this field is present.
Middle Name	Not required
Suffix	Not required
School(s)	Required for new accounts only	If the School field is missing, the importer still processes the file, but it doesn’t create a user account until this field is present.
Employee ID	Not required
User/CustomRole	Not required	Caution: If you leave out the User/CustomRole field from the file, the importer won’t update the role already assigned to users in the file. If you include the column but leave the value blank, the importer removes the assigned role from the user on updates. This allows administrators to update users who need to have their roles removed appropriately. Therefore, if a user has a role in the system, it is important to either continue to provide that role name in the file or to not include the User/CustomRole column in the file at all to ensure the role is not removed from them in future updates.
Unique/State ID	Not required
Certification ID	Not required
Certification Type	Not required
Certification Expiration	Not required
National Board Certification Expiration	Not required
Employee Position	Not required
Date of Birth	Not required
Gender	Not required
Race/Ethnicity	Not required
Other Unique Identifier	Not required
Action	Not required	The Action column can either be left blank or contain one of these values: `Create` `Update` `Deactivate` `Reactivate` If you set the `Create` action, the importer ensures the user does not already exist, and if they do, it runs the `Update` action instead. If you set the `Update` action, the importer ensures the user already exists, and if they don’t, it runs the `Create` action instead. If you set no value in the Action column, the importer treats the record as a `Create` action but updates the user account if it already exists. If no Action column is provided in the file, all records are treated as if there is no set value.

Importing Built-in Roles

Districts can update their users’ built-in roles by importing CSV files using SFTP. Successful imports add and remove requested roles from users for each Eduphoria application and location provided in the file.

Note: All roles for Facilities&Events and most roles for Helpdesk can only be located and assigned within their specific applications. The built-in roles importer won’t work for any roles that aren’t located in the Management application.

Built-in Roles File Import Fields and Requirements

The importer processes the following file header values. Review which fields are required and under which circumstances.

Caution: Setting roles for users grants them access to potentially sensitive information across a school or district. Be deliberate about which roles you assign to which users.

Exact Header Values	Required?	More Information
User Identifier	Always required	Each record requires a user’s identifier to be either an email address or an external ID.
Role Name	Always required	Values entered in this column must match the role name as it exists in Management. For example, a user you want to assign as a school appraiser needs the role name value to be `School/Department Appraiser` (case-insensitive). Refer to Setting User Roles and Rights for a list of role names specific to each application.
Application Name	Always required	Values entered in this column must match the application name as it exists in Management. For example, the user being assigned the School/Department Appraiser role needs the application name value to be `Strive Evaluation` (case-insensitive), not just “Strive.” Refer to Setting User Roles and Rights to see each application name as it appears in Management.
Location	Always required	If a role is location-specific, then a location is required. Therefore, the value in this column must match: the Local ID Number exactly as it appears in Management (including leading zeroes), or the school name as it exists in Management (case-insensitive). Roles in Management with a plus sign beside them can have locations. If a role is intended to be district-wide (for all possible locations), then the value can be `District` or `All`. If you are adding or removing a role that isn’t location-specific from a user, you can leave the column blank. When you remove a role for a person that is location-specific (one or more schools), and you provide the location value as `District` or `All`, the importer removes that role at all locations. If a role is not location-specific, but you still provide a location, the importer errors on that line. These lines must either have the location left blank or have the `District` or `All` value.
Action	Not required	The importer looks for either the `Add` or `Remove` value. If you don’t provide a value or omit the column, the importer treats all rows as `Add`.

Note: If a user is set to use custom roles, then the import to assign them built-in roles won’t work until you switch them to use built-in roles.

Importing Test Files

Test file imports with SFTP should be in the same file format as you obtain them from assessment vendors such as the TEA, College Board, and more. To see which vendors and file types we accept, visit Supported File Types.

Note: Importing test files via SFTP is only supported with built-in test types. Custom test types are not supported at this time.

You can automate SFTP test imports and see their uploads in your import history within Aware > Analysis Settings ( settings ) > Upload Test Files > History tab. Visit Access Keys to learn how to connect your SFTP client to run test file imports.

Importing Student Supports

You can import student supports with SFTP by uploading a CSV of either a TestHound file or a file in a custom format, which you can download below:

Student Support Import

336 Byte

Be sure to maintain the file headers so the file imports successfully and adds the requested student supports to the correct students. You can see the file’s import history by checking the box for Show jobs imported via SFTP in Aware > Students Settings ( settings ) > Upload Student Supports. Visit Access Keys to learn how to connect your SFTP client to run student supports imports.