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Import Enrollment Records

Instant ID as a service includes options to import multiple enrollment records by uploading an import ZIP file containing enrollment data. Instant ID as a service parses the import file then creates enrollment records for each entry in the import file. Instant ID as a service can also upload photographs and signature files for the applicants.

Note: Credential name and Enrollment Design are not mandatory in the CSV file for bulk imports.

Enrollment data is uploaded in a ZIP archive containing a CSV file values for text and date fields.

If applicable, the ZIP archive must also containing images of photos and signatures in JPEG format, organized into folders named Photos and Signatures respectively. To associate these images with the correct enrollment records, the CSV file must include columns called Photo and Signature with the file names of the appropriate image, as in the following example.

IMPORTANT: The names of the columns must exactly match the names of the fields in the desired enrollment design. The order of the fields in each row must match the order of the columns.

CredentialStudent_IDFirs_NameLast_NamePrefixPhotoSignature
Student Pass1SarahTestonMs.photo1.jpgsignature1.jpg
Student Pass2TravisSampletonMr.photo2.jpgsignature2.jpg
Student Pass3MaryExampletonMrs.photo3.jpgsignature3.jpg

Note: Only one date format is supported for the import process: yyyy-mm-dd hh:mm:ss. During the import, dates must be provided in this format. The dates are then automatically changed to reflect the selected format when displayed on the user interface.

Follow this process to import enrollment records to Instant ID as a service:

  1. Create an Enrollment Design
  2. Prepare the ZIP Import File
  3. Import Enrollment Records

Note: Refer to Troubleshoot Import to resolve issues with the import process.

Create an Enrollment Design​

Before importing enrollment records, create an enrollment design that contains fields for the data in the imported enrollment records. Instant ID as a service imports data from the enrollment records into the corresponding fields in the enrollment design. Create a credential design then, generate an enrollment design from the credential design. If the destination enrollment design does not have a matching field, Instant ID as a service does not import the data for that field.

  1. From the Main Menu Main Menu, select Credential Designs. The Credential Designs page opens.
  2. Click Add Add. The Create a Credential Design page opens.
  3. Select a credential design template. The Credential Designer opens.
  4. Enter a name for the credential design in the Card Name field. For instructions, refer to Configure Credential Settings.
  5. Add fields for each field in the imported enrollment records. For instructions on creating credential designs, refer to Design a Credential.
  6. Name the fields to match the names of the fields in the enrollment records. Use the names of the fields in the credential design in the import file.
  7. Click Generate Enrollment to generate an enrollment and save the credential design.

Prepare the ZIP Import File​

The ZIP import file contains all the data including photographs and signatures for an applicant. Follow the guidelines in this section to prepare the ZIP import file.

Note: Instant ID as a service limits the size of each enrollment including signature and photograph files to 3 MB.

Note: 32-bit CMKY color photographs are not supported. All JPG photographs must be 24-bit. Photographs must be RGB or monochrome.

Prepare Photographs​

The photograph files must be prepared in the following ways to successfully upload photographs in a enrollment import.

  • Photograph files must be located in a folder named "Photos".
  • The import CSV file must contain a column called "Photo" that contains the file names of the photographs in the Photos folder.
  • Photographs must be in JPEG image format.

Prepare Signatures​

Follow these guidelines to upload images containing signatures from applicants.

  • Signature image files must be located in a folder named "Signatures".
  • The import CSV file must contain a column called "Signature" that contains the file names of the signature files in the Signatures folder.
  • Signature image files must be in JPEG image format.

Prepare the Import File​

The import file is a comma separated value (CSV) file that contains applicant data and references to photographs and signatures. Follow these guidelines when creating the import file.

Here is an example of a CSV import file:

CredentialStudent_IDFirst_NameLast_NamePrefixPhotoSignature
Student Pass1SarahTestonMs.photo1.jpgsignature1.jpg
Student Pass2TravisSampletonMr.photo2.jpgsignature2.jpg
Student Pass3MaryExampletonMrs.photo3.jpgsignature3.jpg

Follow these steps to create an import CSV file:

  1. Create a new spreadsheet using Microsoft Excel.
  2. Add a column for each field in the enrollment design. The names of the columns must match the names of the fields in the enrollment design exactly.
  3. Create a column called Photo to import photographs.
  4. Create a column called Signature to import signatures.
  5. Enter applicant data in the columns.
  6. In the Photo column, enter the file name of the photograph in the Photos folder.
  7. In the Signature column, enter the file name of the signature file in the Signatures folder.
  8. Save the spreadsheet as a CSV file.

Prepare the ZIP File​

Before uploading the ZIP file, ensure it meets the following requirements:

  1. Add a root folder, the CSV import file, Photos folder, and Signatures folder to a ZIP file.
  2. Ensure that the ZIP file contains the following files and folders in this structure:

    • [Root Folder]

      • [CSVFileName].csv

      • Photos

        • [PhotographFileName1].JPG
        • [PhotographFileName2].JPG
        • [PhotographFileName3].JPG

      • Signatures

        • [SignatureFileName1].JPG
        • [SignatureFileName2].JPG
        • [SignatureFileName3].JPG

Import Enrollment Records​

Follow these step to upload an import ZIP file containing enrollment data. Instant ID as a service imports the data and creates enrollment records for each row in the import file.

Before importing enrollment records, prepare the import file. For instructions, refer to Prepare the ZIP Import File.

  1. From the Main Menu Main Menu, select Bulk Operations. The Bulk Operations page opens.

  2. Click Add Add. The Add Bulk Operation wizard opens.

  3. Select Import from the Actions list.

  4. Select Enrollments from the Operations list.

  5. Select an enrollment design from the Enrollment Design list.

  6. Select the Operation Type drop-down menu to choose Create Enrollments or Create or Update Enrollments.

  7. (Optional) Select Create Enrollments only for inserting enrollments. Note: Previously created enrollments with the same information in the import file will duplicate.

  8. (Optional) Select Create or Update Enrollments to insert enrollments from new entries and update existing entries associated with a unique identifier.

  9. (Optional) When using the Create or Update Enrollments option, select the Unique Identifier drop-down menu to choose an identifier. Existing enrollments will compare to every entry in the cloud database with unique identifier values.

  10. Select the File Delimiter that the import file uses.

    • Select Comma if the import file uses commas to separate columns.
    • Select Pipe if the import file uses vertical bars to separate columns.

  11. From the Maximum Number of Retries list select the number of times Instant ID as a service is allowed to retry the import after an error.

  12. Enter a name for the bulk operation in the Name field.

  13. (Optional) Enter a description of the bulk operation in the Description field.

  14. Click Initiate. The File to Upload page opens.

  15. Click on the upload area. A file browser opens.

  16. Select the import ZIP file and click Open. Instant ID as a service adds the file to the wizard.

  17. Click Upload. The Start/Stop page opens.

  18. Review the details of the bulk operation then, click Start. Instant ID as a service starts the import process.

  19. Click Finish. The Bulk Operations page opens showing the status of the import process.