Bulk upload files to MyMA accounts

The below instructions are for placement results, though the process is the same for PE Credits, Tracking database, or any other individual-based file.

Part1: Create PDFs from spreadsheet via mailmerge

Note: If you already have files created another way, you can skip to part2. Though, the alignment of studentID to Filename is of critical importance.

Get the placement test results from the Registrar
Get the letter template(s) from Academic Dean
Run a Mail merge for each letter, and "edit individual documents". The only data we pull in Firstname, Math and Language
Save as PDF so we can split them appropriately. Name it MAPlacement-ID.pdf
Open the PDF in Acrobat and go to tools > Organize > Split
1. Change the settings to remove "part" and "-"
2. Split the pages by 2s (depending on the document), it'll name them sequentially.
Create a CSV file that has the StudentID in column A and Filename in columnB. Use the spreadsheet from step3 to create because the name order MUST match up.
1. Hint - dump an advanced list of student IDs for Role=Incoming student and Index[Match] to line them up.
2. Your documents should be named MAPlacement-ID1, MAPlacement-ID2, etc…
3. Add a column with .PDF and drag down. Concatentate with the filename column to get a complete filename.
4. Column headings need to be user_id and filename

Part2: Upload to MyMA

Go to Core, System Tools, Bulk Upload, Bulk Upload User Files and click Upload User Files to start a new file upload.
1. Click "Upload file"
2. Choose the Mapping CSV file from step 6 above.
3. Select the MyMA Folder and file (These have already been setup, if you are adding a new file type, you'll need to configure the container)
4. Click Validate and make sure there are no errors then click "Save and Upload files"
5. Choose the group of files you created in step 5. Select all the files and click Upload.
6. Once they are complete, click Save and Process.
7. Wait for this to complete, it should only take a few minutes.
8. Check permissions and publish dates, then impersonate an end user and make sure you can see the files. (System Tools > Bulk Upload > Manage User Files > Edit)