Updating Graduate Data

Overview

After graduate data has been imported into the MarchingOrder site and graduate records are created, ceremony coordinators can edit, remove or add data using the process outlined below.

NOTE: To create new graduate records, please follow the instructions for Importing Graduate Data, located in the Quick Start Guide.

Instructions

Prepare Your Data

Create an Excel spreadsheet or CSV file with your updated data. This document should include two types of data: one field for identifying which graduates will be updated. We recommend using Email Address as the identifier. This update spreadsheet should also include the field/field(s) that will be updated; e.g. Honors, Degree Title, etc.

Update templates do not need to include a column for every other additional graduate data field; Only include those that will be used for identifying graduates or updating their records.

Select File for Update

From the Graduates menu, go to the Add tab.
Under Update Existing Graduates, choose Upload Data. This will open a new window where you can select your update spreadsheet.
Click Upload to begin the update process.
Once the update is complete, you will be redirected to the Graduates page, and in the lower right corner will see a pop-up letting you know the update is complete.

Update Options

From the Update Graduates from Ceremony dropdown, choose the title of the applicable ceremony, or leave it set to All Ceremonies. (Ceremony-specific values can only be updated if a ceremony is selected.)
Under Use Spreadsheet Column, choose the header from your update spreadsheet that contains the identifying values for your graduate (eg Email Address).
Next to that menu is another, marked To update a Graduate with a matching:. From this dropdown choose the Graduate Data Field from your current list that corresponds with that identifier. This step is where the match is made.
Next, we will choose which fields to update. Under Spreadsheet Column, you will see a list of all the fields on your update spreadsheet. Under Update Field, you’ll see a dropdown menu for each row. Choose the corresponding field only for those fields that you want to update.
Finally, under If Value is Empty in Spreadsheet, you must choose what you would like the system to do if a field is empty in your update template. Your options are Update the grad’s data to be empty or Leave the grad’s existing data unchanged. Common reasons to make a field empty would be to remove Honors or Awards values. Leaving a graduate’s existing data unchanged is the most common selection.
When a row has been successfully set up, the Update toggle will automatically slide to blue, indicating that row is ready to be updated. Complete steps 2-6 for each field included in your update.
Click Review to proceed.

Running the Update

Next you’ll see a summary of the changes the system is going to run. Missing Graduates and other errors might be flagged in this step. If edits are needed to your update spreadsheet, hit cancel and run this process again after you’ve reviewed the content and settings on your update process.

Click Ok to proceed. A notification window will appear in the lower right corner when an update is successfully completed.

Check Your Data

Use a Graduate View, or individual graduate search, to verify that the data was successfully updated.