Student Card import process (manual)

This process is used to import student data into Identicam for student cards.

Last updated: 2024-04-30 (dk)

Pre-requisites & Rules:

• Every import will automatically remove all previously imported student records; therefore, any student eligible for an identity card must be listed in the spreadsheet.

• The spreadsheet is imported daily at 10 AM and 10 PM.

• Once the spreadsheet has been successfully imported, it will be moved into the Imported files folder.

• Email notifications will be sent to GLLC@royalroads.ca to confirm a successful or unsuccessful import.

• Staff must be a member of the rru.apps.is.identicam.gllc security group to upload the spreadsheet

• The import file must be in Excel format (.xlsx) and have the following columns: Student ID; First Name; Family Name; Program code; Year (yyyy); Expiration date (yyyy-mm-dd)

• The Identicam import folder is \\appdata.royalroads.ca\prod\Agresso\Import\GLLC-IDCARDS

Process Steps:

1. Create a spreadsheet containing a list of students eligible for a student card. The template is available at the PCS Operations hub.

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2. Drop a copy of the spreadsheet to the Identicam import folder \\appdata.royalroads.ca\prod\Agresso\Import\GLLC-IDCARDS
   
   

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3. The import runs at 10 am and 10 pm. Once imported, the Welcome desk can print ID cards for the imported students.

4. An email notification will be sent (GLLC@royalroads.ca) if the file was successfully imported or had any import issues.

5. If the import is successful, the spreadsheet of students will be moved into the Import files folder.

6. If the import fails, the spreadsheet will remain in the import folder until all errors have been corrected. Please correct the errors identified in the sent email and resave for import.

Possible errors and solutions

• Program code exceeds 60 characters - Reduce the length of the program name to less than 60 characters

• Year end values not 4-digit - The year end date is not in the correct format (e.g., 2024)

• More than one Excel file in the folder - The system sees more than one import file in the same folder. Remove one of the files.

• First name missing - a student is missing a first name.

• Family name missing - a student is missing a family name. If the student has no family name, enter a period character “.” as the family name.

• Expiry date error - the expiration date is missing or not in the correct format (e.g., 2024-05-15).