SFTP Sync: Archive Users via Currently Enrolled 'No'

Organizations syncing user data via SFTP can easily archive users who are no longer enrolled/with the organization.

This article will cover the following:

• Understand Data Sync and User Retention
• Tips and Instructions if not Syncing the Membership.csv File
• Bulk Archive Users by Enrollment Status
• SFTP User Interface Settings

Understand Data Sync and User Retention:

• Courses, students, and instructors are not automatically deleted from the system. If a student, instructor, or course record appears one week and not the next, it remains in the database unchanged. This simply means it’s no longer syncing.
• Archving users from courses can also achieved by course_students.csv and course_instructors.csv. If the data line is included in the sync, then the user/student will be in the course as mapped and if the user is removed from the file, then it will archive that user in the next sync as mapped for course level user management.
• Using the memberships.csv file enables automatic archiving of users during sync. When you use this file to sync users to subgroups, any users no longer listed in the file will be automatically removed from the group. For detailed instructions, refer to the SFTP documentation under the memberships.csv file section.

Tips and Instructions if not Syncing the Membership.csv File

• Archive users (to hide them) if you no longer need them active. Anyone listed in the current sftp file will be marked as an active user.
• It’s best to archive users after confirming that only active students or instructors are included in the sync files.
• If you archive users and they are still being sync'd, then the sync will restore their membership to the group.

Bulk Archive Users by Enrollment Status from the Group Level:

• 1. From your Group Admin Dashboard under under More Tools > Data Syncing, the 'Is Entire School' setting can be enabled, all students or instructors in the file will be flagged as Yes or No under ‘Education > Currently Enrolled.’ in Manage Users. Those no longer synced will be marked as ‘No’ under this column.
     
     
     
     
  2. Navigate to Users > Manage Users.
  3. Use Configure Layout to hide or show columns in the grid, reorder by dragging and dropping, and apply your changes.
  4.  Filter based on enrollment status. Set ‘Education > Currently Enrolled’ to "No" to find users who are not currently enrolled.
  5. After filtering for users marked ‘No’ in the 'Currently Enrolled' column, use the check mark to select your users (or select all) filtered by No and use Bulk Actions to archive them all at once.

Settings Available to Parent-Level Admins

Under More Tools > Data Syncing, there are settings that can be reviewed from the Admin Dashboard Menu from the Parent Group level. 

Course Parent Group
By default, all courses are placed under the topmost group in the network. However, admins can set a different parent group for all courses or specify a unique location for each course using the PARENT_GIVEPULSE_ID in the courses.csv file. This setting only applies to courses currently being synced and does not affect historical courses.

Course Organizer User ID
By default, the course organizer is the same as the organizer of the parent group where the course is placed. Admins can override this by specifying a primary instructor using the FACULTY_ID or GIVEPULSE_ORGANIZER_ID in the courses.csv file.

Course Title Formatting
New courses will follow a default title format: {CRSE_TITLE} ({CRSE_NUMB}) - Section {SECTION}. Admins can customize course titles using available tags, including {CRSE_TITLE}, {CRN}, {SUBJ_CODE}, {CRSE_NUMB}, {TERM}, {SEMESTER}, {YEAR}, {DEPT_CODE}, {SECTION}, and {FACULTY_NAME}.

Create All Users
If this setting is enabled, all students and faculty will have user accounts created, regardless of their presence in the roster files. If disabled, only users found in the roster files will have accounts created.

Is Entire School
If the students.csv and instructors.csv files contain the entire student and faculty body, enabling this setting will sync the "Currently Enrolled" flag in GivePulse. This can be useful for messaging and automatically archiving users who are no longer enrolled.

Auto Archive Users (Only applies if memberships.csv is sent)
If enabled, users who are not found in the memberships.csv file will be automatically archived. If disabled, users will not be archived automatically, and manual intervention will be required.

Admin Email Frequency
Admins can control how often course administrators receive email alerts, including impact notifications and registration updates. This setting is applied only when an admin is first synced, but they can individually manually adjust their email frequency later.

Student Subgroup Placement
Students listed in students.csv can be automatically added to selected subgroups. However, if they are later removed from the file, they will not be automatically removed or archived from these subgroups.

Instructor Subgroup Placement
Instructors listed in instructors.csv can be automatically added to selected subgroups. However, similar to students, they will not be removed or archived if they are no longer in the sync file.

Auto Add SSO Username to User Email
If enabled, the system will automatically add ssouser_name@base_email.edu as a secondary email address for users.

Base Email
This field is required if the Auto Add SSO Username to User Email setting is enabled. The base email must be formatted with an '@' prefix, such as @colorado.edu.

Use Data Encryption
GivePulse supports GNU Privacy Guard (GPG) encryption for secure file transfers. If this setting is enabled, all files must be encrypted with GivePulse’s public GPG key before being sent. Refer to the SFTP documentation for further details.

Delete Files
If enabled, all processed files will be auto-deleted from the SFTP server after processing. If disabled, files will remain on the server for reference. The auto sync will sync the most recently dropped files. We recommend creating a script to remove old files or over write them from your server. 

Log Recipient
Admins can specify an email address to receive SFTP log reports.

Log Frequency
Admins can configure how often SFTP logs are sent. Options include Disabled (default), Enabled - Send after every run, Enabled - Send email only if errors exit

If you have any questions related to this article, please Contact Support.