Importing invites into your portal can be a great way to instantly invite a larger number of learners and even educators to your portal who you may wish to migrate from a student information system, learning management system, or other external database.
Main benefits of importing invites to portals:
Easiest way to support a one time large invite of users
Users will experience the normal invitation workflows
Users will not be provisioned into the experience unless they accept
General
Outcomes
When importing invites into a portal, several outcomes will occur:
The user will receive a normal invite to the portal which they can accept via their email notification.
Users will only be added to the portal if they accept the invite.
Any existing users, invites, or memberships to the portal will be unaffected.
Import template
When importing invites into your portal, Riipen will accept a comma separated value (CSV) file. You can download the template file attached to this article to get you started.
Required fields:
Email
Type: String
Description: This is the primary identifier for each user in Riipen. This must be unique for each user. This field is case insensitive.
Optional fields:
Expiry Days
Type: Number
Description: The number of days before the invite will expire.
Role ID
Type: String
Description: The numerical ID of a role you wish to assign to the user. Leaving blank will invite the user as a learner with the default learner role.
How To
Prepare an import file
To import invites into your portal, follow these steps:
Download the import template attached to this document. Your next step will largely be dependent on where you are wanting to import your data from. This may be from a learning management system, or a student information system.
Export your data from your external system.
Transform that data into the provided template to match its format.
For a full technical breakdown of import file formatting, see this article.
Run an import
The following steps can be completed by administrator of your portal.
Click "Settings" below the "Portal" group in the main navigation.
Select the "Imports" tab.
Click the "New" button
In the presented form, select:
Type - Invites
Source file - Upload your import file you have previously generated
Click "Submit"
Your import file will now begin to be pre-processed. Riipen will check each record in your file for potential errors including formatting issues or missing data. You will be able to see the progress of this pre-processing on your screen now.
Once pre-processing is complete you will be shown each record of your import file and it's pre-import status which shows you how the data was interpreted by Riipen. This is a good time to check over all your data to make sure it looks correct and you haven't made any mistakes in your original import file.
Once you are happy with your import records, you can then run your import by pressing the "Run" button.
Once your import has finished running, Riipen will email you to let you know with a link back to your import so you can view the final status.
View / monitor an import
While your import is running, or at any time, you will be able to see it's progress along with each individual record and its accompanying import status which is either Success or Error. While the import is running you can safely navigate away from this page and return to it at any point to check the import status.
To return to and view an import:
Click "Settings" below the "Portal" group in the main navigation.
Select the "Imports" tab.
Click the import you would like to monitor
Error handling
See this article for full details on how to handle import errors.