How do I bulk upload files?
Last updated
Last updated
HelpYouSponsor supports two forms of imports for files.
Profile Photos Imports: This process involves importing photos for both the donors and recipients. Then from this kind of importation you can decide whether you want to make the photos profile images.
Documents import: This process involves importing files and documents for the donors and recipients.
To import files in the profile of a donor or a recipient, navigate to "Campaigns & Programs" and choose a program. Make sure the chosen program has a donor or recipient form attached to it. To know more about these form click here.
Click the three vertical dots in the top right of the card and click "Import".
You will be presented with guidelines to follow before you start importing your data into HelpYouSponsor. We recommend that you follow the guidelines to make the importing process seamless.
When uploading profile photos, we require that the filenames of the photos are associated with either the donor or the recipient. For example if you have a unique number for either the donor or recipient then name the photos using that unique number such that our system is able to point to the exact profile it belongs to.
This should be taken in accordance with the form fields that you have defined in either the donor or recipient form. i.e If you have "studentID" in your recipient form, then that is what you should base on when naming the files or photos. This is the same case for the donor files or photos.
After reading the importing guidelines, click continue and you will redirected to a page with a form. This will include the types of data that you want to import. For this case let's choose Profile Photos.
After choosing Profile Photos you will then choose whether the photos you are uploading are meant to be imported for donors or recipients then click "Begin import" after filling in the form.
In the next step select the form field to base on as the field to use when mapping the files to the donor or recipient, choose whether you wish to make the files profile photos or not, and then click the "Upload" button to upload the files and begin the import.
When uploading the documents, make sure you create a CSV file having three columns.
The first column should have the value of the unique field to use for mapping the documents.
The Second column should have the filenames.
The Third column should contain the permissions of the documents. (whether you want to make them public or private).
child0001
2024report.pdf
public
child0002
2019report.pdf
private
Once you have organized your CSV file, head over to the import page and choose "Files and Documents" for the import type.
Import the CSV file and choose whether its for for donors or recipients and click "Begin Import"
You will be redirected to a page with the fields to map with.
From the above image, select the CSV column to place as the unique field, the CSV column to be used for filename, and CSV column for permission.
Next choose the recipient or donor form field those values match with the values in the unique field column. For example, if you have placed values in unique field as values in studentID in the form field, then you choose unique field to consider as studentID
Finally upload the documents and after click "Begin Import".
Note: We recommend you start with a small batch of files of photos, monitor whether the photos and files have been imported correctly, and then if not can make some changes in the import process. Then later increase the batch size once all is fine.
