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How can I create or update Tokens in bulk or via a spreadsheet?
How can I create or update Tokens in bulk or via a spreadsheet?
Kathleen McGahey avatar
Written by Kathleen McGahey
Updated over a week ago

As the Admin of your Tribal Habits portal, there will be times when you need to manage Tokens in bulk. The "Bulk upload or enrol" feature allows admins to use CSV spreadsheets to manage data in bulk.

Admins can navigate to the People menu in the admin area and use the "I want to..." menu on the top right of the page to select "Bulk upload or enrol". There are a variety of data imports available via this feature. Please see this article for an overview of the choices.

In this article, we review uploading Tokens data - to create new or update existing Tokens.

NOTE: Only Super and Standard admin access levels can create or update Tokens via the upload / import CSV function.

What are the steps in uploading Tokens?

The Tokens upload follows four steps:

  1. Select the import type (Tokens).

  2. Select Continue

  3. Upload your CSV.

  4. Map the columns in your CSV to the fields in your portal.

  5. Process the upload.

Step 1 - Type

In Step 1, select Tokens.

You will need to create your CSV for the upload. There is a template CSV you can download for this type, which will also export your current Tokens.

What columns/fields are required for an upload of Tokens?

NOTE: You can use one CSV file to update existing and create new Tokens - please be aware of the below requirements for each method before uploading.

If you are uploading a CSV with EXISTING Tokens for updates, then you need:

  • Token id - mandatory for updating existing Tokens

    • Token id's can be located by downloading the template on the Tokens upload page

  • Knowledge - optional

  • Knowledge code - mandatory

  • Token label - mandatory

  • Creates - mandatory

  • Limit - mandatory

  • Expires - mandatory

  • Active - mandatory

If you are uploading a CSV with NEW Tokens, then for each new Token you need the following columns:

  • Token id - leave this field blank to create a NEW token

  • Knowledge - optional or if using the template provided

  • Knowledge code - mandatory

  • Token label - mandatory

  • Creates - mandatory

  • Limit - mandatory

  • Expires - mandatory

  • Active - mandatory

Step 2 - Upload

You can now upload your CSV (only standard CSV files are accepted).

Step 3 - Map

You now need to map your CSV to your fields in Tribal Habits and select a few key settings.

Mapping

Now review each column in your upload and select which Tribal Habits field to map the data to. Select 'Ignore this column' if a column does not need to, or cannot be, mapped. All CSV columns must be mapped or ignored.

Checklist

Please check that you have mapped all columns in your upload to your fields, or selected 'Ignore this column' if not required.

Step 4 - Process

Your upload will now be processed. You can return to other tasks or go to the overview page to see the results of your uploads and any errors.

On the overview page you can view your uploads (Super Admins can see uploads from all users, while other admins access levels can only see uploads of their own).

What if there are errors?

If there errors in your upload, you will see an Errors file to download on the overview table and a number of errors. Admins can download that Error file, which is a CSV containing each row in the upload which had an error.

NOTE: Rows with errors will not be processed. This means Tokens were not updated or added.

When you open the 'Errors' file, the final row of the CSV will outline the errors in that row. Admins can fix those errors and re-upload the file with the fixed rows to import those users.

Common errors include:

  • Expires must be nil or a date in an accepted format - the 'Expires' field must be in an accepted format or left empty

    • Check that your expires field (if populated) matches the accepted date formats of: dd/mm/yy, dd/mm/yyyy or yyyy-mm-dd

  • Token label must be unique - Token labels must be unique across all Topics and Pathways in your portal

    • This means you cannot have the same Token label for a Topic and a Pathway, each one must be unique regardless of the Knowledge type it is being used for

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