The Opportunities Import Tool allows System Administrators to make mass updates to all current, unarchived opportunities. The Opportunities Import Tool cannot be used to create new opportunities, and do not use the Opportunities Importer Tool to update existing opportunities for re-use (they should be cloned).

You can use the tool to update the following information for an opportunity; this information corresponds to data fields available on the Details tab of your opportunity. See also the Guidelines section below to learn more about the fields: 
  • description
  • total award amount
  • total number of awards (that can be granted)
  • visible award amount
  • minimum award amount
  • start date
  • public end date
  • internal end date
  • review start date
  • review end date
  • opportunity-specific in system offer/offer letter
  • enable or disable "Match Drafted"
  • enable or disable "Propagate General Application Scores" 
  • External URL (for external opportunities only)
You CANNOT update the following information for an opportunity using the tool:
  • Opportunity or Portfolio ID
  • Portfolio Name
  • Opportunity Type
How to Use the Opportunities Import Tool:
  1. Select Site>Settings>Import & Export Tools. 
  2. Scroll to the "Opportunity Import Details" section. 
  3. Click "Export Current Opportunities." This will download a .CSV report of all unarchived opportunities in your system.
  4. Save this report to your computer.
  5. Open the report and make any changes as needed. Please refer to the Guidelines below for instructions on ensuring updates are accepted by the system. 
    • Tip: If you only need to change a few opportunities, leave all other information intact. The system will only update the information that has been changed.
  6. When finished, save the report to your computer as a .CSV (Comma Separated Values) file. 
  7. Select Site>Settings>Import & Export Tools. 
  8. Scroll to the "Opportunity Import Details" section. 
  9. Click Choose File to locate the saved and updated .CSV file from your computer.
  10. Click Update Settings 
  11. If successful, you will see a message stating that "Your opportunity import has been queued for processing." Please allow up to 1 hour for changes to be visible in your AcademicWorks system (depending on how many opportunities have been updated.) If you do not see this success message, your import has failed. Please consult the Guidelines below for potential issues.
Guidelines for Using the Opportunities Import Tool
  • Never change the id column, the name column, the portfolio_id column, or the first row of column headings
In order to properly match your updates to the correct opportunity, the system must be able to read the unique id number of the opportunity as well as the opportunity's name. Changes to either of these areas will cause your updates to fail. Additionally, the system uses the unique headings at the top of each column to identify which data belongs where in your opportunity. If any of the column headings are changed, the system will fail to load that information.  
  • Do not insert new columns or rows of data.
Although it may be tempting to try to update other aspects of your opportunities, the system has been carefully designed to only look for the columns of data available in the Opportunities export report. If you attempt to add in a new column of data, the system will fail to load the file. Additionally, the system will only accept updates to unarchived opportunities -- all of which are listed in the Opportunities export report. Should you try to update an archived opportunity or create a new opportunity, the system will fail to load the file. 
  • Follow format guidelines. 
    • Description: May include any information you like, but do not include foreign language letters (non UTF-8 encoded characters). Note: Paragraphs breaks may not load properly and should be avoided if possible
    • External URL: Only accepted for external opportunities. 
    • Offer Letter (In-System Offer): May include any information you like, but do not include foreign language letters (non UTF-8 encoded characters). Note: Paragraphs breaks may not load properly and should be avoided if possible.
    • Review Period End At: Must be formatted MM/DD/YYYY. Only one date may be accepted, such as 07/14/2019.
    • Review Period Start At: Must be formatted MM/DD/YYYY. Only one date may be accepted, such as 07/14/2019.
    • End At: Must be formatted MM/DD/YYYY. Only one date may be accepted, such as 07/14/2019.
    • Start At: Must be formatted MM/DD/YYYY. Only one date may be accepted, such as 07/14/2019.
    • Maximum Award Amount: Do not include currency symbols ($), decimals, or commas. Only whole numbers, such as 5000. 
    • Minimum Award Amount: Do not include currency symbols ($), decimals, or commas. Only whole numbers, such as 5000. 
    • Visible Award Amount: May include any information you like, but do not include foreign language letters (non UTF-8 encoded characters). 
    • Total Awards: Do not include decimals or any other symbols. Only whole numbers accepted, such as 5.  Blanks are NOT allowed. There must be a value in this field - even if it is 0.
    • Total Award Amount: Do not include currency symbols ($), decimals, or commas. Only whole numbers, such as 5000. Blanks are NOT allowed. There must be a value in this field - even if it is 0.
    • Match Drafted: To mark the box to enable match drafted, enter a value of TRUE. To unmark the box or leave it unmarked, enter a value of FALSE.
    • Propagate General Application Scores: To mark the box to enable propagating general application scores, enter a value of TRUE. To unmark the box or leave it unmarked, enter a value of FALSE.
  • Only Comma Separated Values (.CSV) files are accepted.