Integrations and APIs - Database Integration (CSV)


Database ID


The definition of Database ID is your Database System's ID # for that record. For example, in Datatel Colleague there will often be a Database ID that is a number such as 127583 . Often, if a student's last name changes, their Email or UserName may change. By including the DatabaseID, we will know this is the same user and not a new person. 

The unique identifier for our system is the email, unless:

a) you have asked it to be UserName, in which case we can change it to UserName, or

b) you include a DatabaseID in the .csv. If there is a DatabaseID in the .csv then this is used as the unique identifier. 

By using the Database Id as the unique identifier, you will be able to easily edit a record. If any contact info for a member changes you will be able to replace that info without causing confusion. 

For example - John's email address has changed. The changes should be applied as follows:

John|Doe|newemail(replaces old email)|jdoe|1234567890||3|123456|678956

You can also change secondary data by simply replacing that info in its respective place in the format, ie. if you have columns with multiple items simply replace that info you want changed (secondary email, secondary telephone number, ect.)and the record will be updated accordingly. 

Best Practice

When a database id is used as unique identifier (if there isn’t an email address for the member), it is recommended to use that member’s phone number as the database id. This will make sure it’s unique and not used for another user.


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