Integrations and APIs - Database Integration (CSV)


CivicReady
®

Database Integration Manage (Users, Groups, Locations)

CivicReady provides an easy to use solution to integrate with any third-party database.

By creating a secure FTP (SFTP) to which admins can upload CSV files, CivicReady permits a hands-off approach to user data management.

Manual uploads and schedule system maintenance can now be set on autopilot after a quick initial setup, including mapping the shared information and calibrating the system to client preferences.

As a leader in group day-to-day and emergency messaging, CivicReady demonstrates its commitment to customers by implementing this functionality that sets us apart from other providers.

The setup process entails, import templates provided:

Important Note

  • Column headers are not required for your .csv
  • Column can be skipped (if optional) but it must be represented

Automated FTP Upload Process

The files should be uploaded to the "Upload" folder.

An SFTP account can be requested from the implementation team.

Sample secure FTP details:

  • Server:  11.111.111.111
  • Port: 22
  • User: Client123
  • Password: PwD123

 

File Name Format

You are welcome to use any filenaming convention, but we recommend the following format:

  • networkname_date(YYYYMMDD)_timestamp.csv
  • example: hindscc_20110522_2215.csv

Making the file names unique helps with trouble-shooting and prevent overwriting of files if they are put in the same folder.

The first step is adding users. Many customers use only the "add" format, and rely on members to unsubscribe themselves if needed, or do a periodic purge of the system. Options for member deletion and modification are outlined further below.

 

Normal Processing Style

The system will automatically add any users who are not already in the system. For users already in the system, it will append any additional data (such as emails or phone numbers) without deleting existing information **. Options for Deletion and Modification are noted below. Note: If a database ID is present any data with the exception of the primary email will be replaced 

 

Active Roster Processing Style

The active roster processing style will allow you to automatically remove members who are not included in your import request. Please note users must be members of a group. Any user not associated with a group will be retained.

With this processing style you can import only your active members at a regular interval and anyone who is inactive (not included in your most recent import) will be deleted from the CivicReady database. 

Any users who self-registers has the possibility of being removed by the active roster processing style. If you would like to protect them, please contact CivicReady Support. 

 

Purge Processing Style

The purge processing style will allow to overwrite the existing user data and only retain the data in your import request. The only exception is the data entered manually via our web portal is protected. 

Users who are in the CivicReady database and belong to one or more groups but are not in the incoming import file will be removed from the CivicReady database. Users who do not belong to any groups and who are not included in the incoming import will NOT be deleted from the CivicReady database.

Any users who self-registers has the possibility of being removed by the purge processing style. If you would like to protect them, please contact CivicReady Support. 

User Import CSV File Format

Required fields for .csv processing -

FirstName, Email, GroupID. 

Our system can accept unlimited Emails and Phone #'s. 

Other fields, such as LastName, Phone#, Carrier, Type, UserName, and Database ID are *not* required. 

If you have phone numbers but not carriers, which is common, simply don't include the carrier. You can still give us the phone number, and students will still be able to receive premium text messages and voice messages.

Please use the following format for the data in your columns:

First

Name

Last

Name

Email User ID Phone Group ID DB ID Address

Custom

Fields

Location

Name 

Show All

Groups

 Mike Dow

MDoe@

email.com

MikeD13 opt. XXXXXX opt. opt. opt. opt. opt.

 

header Format Options Syntax

firstname

Mandatory Field

Letters and Numbers.

Not case sensitive.

Unique last name. 

Mike

lastname

Mandatory Field

Letters and Numbers.

Not case sensitive.

 

Unique last name. 

Doe

email

Mandatory Field

Prefix@domain.com

One or more email addresses,

separated by a semicolon (;).

MDoe@email.com

username

Optional Field

*refer here for more information about User Name

Letters and Numbers.

Not case sensitive

If not present the system will populate

with the prefix of the email address.

MDoe

phone

Optional Field

*refer here for more information about phone type 

Phone Number

Multiple Phone numbers,

separated by a semicolon (;).

Area code is required

4151234567;

4159876543

Carrier

*No data is required in this field

4151234567|att

 

Message Type

Message type to receive*

  1. Text/SMS Only
  2. TTS/Voice Only
  3. Both, text and Voice
*by default numbers entered with no message type will receive both text and voice alerts.

4151234567|att|3

*indicates that the user will receive 
all forms of notifications.

If you are not including the carrier in the upload, the correct format will be:

4151234567||1

Country Code (CC)

International Numbers require a country code.

*numbers entered without a country code will default to a country code of 1.

5812345678|att|3|CC
Phone Type

It's possible to send messages to a specific type/s of phone numbers.

  • home
  • cell
  • work
  • other

*if the value is not present the phone number is set as Cell by default.

5812345678|att|3|55|home

Groupid(s)

Optional Field 

A unique number associated with the group the user is being added to.

This number is found on group edit page.

Multiple group IDs can be selected, separated by a semicolon (;).

xxxxxx or

xxxxxx;yyyyyy

Numeric - sets the permission level for user on a group level

GroupID|permission level

Permission levels

0 - remove admin permissions (set as a regular user)

1 - group admin

2 - network admin

3 - limited admin

4 - authorized sender
xxxxxx|0
Numeric - defines the notification type like SMS, voice or both. the number after 2nd | (pipe) is the notification type

  1. text
  2. voice
  3. both (default)
xxxxxx||1
Numeric - define the email digest frequency for each group the user belongs to. the number after 3rd | (pipe) is the digest frequency setting

  1. daily
  2. weekly
  3. monthly
xxxxxx|||2
Zero sequence 
  • 00000 - To delete a member from the system
  • 00001 - To remove a user from all groups on the network
  • 00002;groupIDs - To remove a user from specific groups.
(you can remove a user from all groups included in the column with the remove code)
 
  • groupID1|00002;groupID2;groupID3 - To remove a user from a specific group, while adding them to other groups.

xxxxxx|00002;

yyyyyy;zzzzzz

Databaseid

Optional Field

*refer here for more information about Database ID

Letters and Numbers.

Unique Value. Provided by a client.

*Though an optional value, it is recommended to include in import file. Once entered this id becomes the unique identifier for the record on the network.

mike201601

Address

Optional Field

Street address, city, state, country, zip

Note: Country for United States must be listed as US

Value is used mostly for CivicReady Geo Mapping and NOAA Alerts.

Values can be separated by a pipe sign (|)

123 Main St.|New York|NY|US|12345

customFields

Optional Field

Letters and Numbers. Several custom fields can be added at the same time separated by a pipe (|) sign. Custom Field 1|Custom Field 2|Custom Field 3|Custom Field 4|Custom Field 5

locationName

Optional Field

Letters and Numbers. Coded Location Name relates a user to a specific location location-1

showAllGroups

Optional Field

numeric

Set an advanced user to see all groups in the network

*(including secret group and groups, belonging to all locations)

               0 - Normal User

               1 - Advanced User

0 or

Group Import CSV File Format

The group CSV files should be uploaded to the "Upload/groups" folder.

Group

Name

Group

Category

Group

Type

Group

Privacy

Descript.

Location

Name

Default

Group

Unrestrict

Emails

Digest

Emails

CSV

Processing

Show

Topics

RSS

Approve

Test Group General Moderated
Private

For testing

Opt Opt Opt Opt Opt Opt Opt

 

header Format Options

action*

Optional Field -

*column can be skipped

Letters.

  • purge
  • delete
  • modify
     

name

Mandatory Field

Letters and Numbers.

Not case sensitive.

The name of the group

(Group name can not contain more than 50 characters)

category

Mandatory Field

numeric

1 - General
2 - Classifieds
3 - Class Year
4 - School Status
5 - Field of Study
6 - Residence
7 - Greek Association
8 - Club
9 - Course
10 - Sport
11 - Careers

12 - Emergency Alerts
13 - Schools/Colleges
14 - Branch Locations
15 - Institutes & centers
16 - Offices & services
17 - Notification
18 - Publications

19 - Departments

20 - Location

21 - Parent

22 - Community

type

Mandatory Field

numeric

The number for the desired Group Type.

  1. Open Discussion - This group type allows any group member to post a message or comment on the messages for the group.
  2. Announcement - Only - Only Admins of this group can post a message.
 

privacy

Mandatory Field

numeric

the number for the desired Group Privacy Type.

  1. Public
  2. Private
  3. Secret
 

description

Mandatory Field

Letters and Numbers. User defined description of what the group is for.    

LocationName

Optional Field -

*column can be skipped

Letters and Numbers. Location, group belongs to.  

defaultGroup

Optional Field -

*column can be skipped

numeric

New users are added automatically to the group.
 

0 - Not a default group

1 - Default group

 

unrestrictEmails

Optional Field -

*column can be skipped

numeric 0 - allow only members of the group to send emails into the group

1 - allow public to send emails into the group

2 - restrict emails into the group
 

digestEmails

Optional Field -

*column can be skipped

numeric

Set a group to sent a daily/weekly/monthly digest

0 - default

1 - daily

2 - weekly

3 - monthly

 

csvProcessing

Optional Field -

*column can be skipped

numeric

Set CSV processing Style on group level

1 - normal

2 - active directory

3 - purge

for more information refer to this article.

 

showTopicsRss

Optional Field -

*column can be skipped

numeric

Shows Group Topics as the RSS feed.

0 - Disabled

1 - Enabled

 

 

 

 

Approve or deny Groups

Optional Field -

*column can be skipped

numeric

Approve or deny Group

0 - No approval required

1 - Approval Required

Location CSV File Format

The Location CSV files should be uploaded to the "Upload/locations" folder.

Action Location Name Group ID

Opt

Southern Location

XXXXXX;YYYYYY
Header Format Options

action*

Optional Field -

*column can be skipped

Letters.
  • delete
  • modify
     

name

Mandatory Field

Letters and Numbers.

Not case sensitive.

The name of the location

group_id

Optional Field -

*column can be skipped

group IDs for the groups to be added to the location

numeric

group IDs for the groups to be added to the location

Multiple group IDs can be selected, separated by a semicolon (;).

 

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