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Import Code Table
The Import Code Tables menu item of Admin > Processes allows an Admin User to import ASCII files of codes into any of the Cyber Train code tables. The file must be a .csv (Comma Separated Values) file usually with only two (2) columns, but with three (3) for any code tables that are company specific. The first column holds the Code and the second column holds the Description. For those requiring it, the third column would include the company code.
The company specific codes include:
- Attachment Types - Student
- Employment Types
- Job Codes
- Note Types - Student
- Organization
- Student Types
NOTE: Visibility Software recommends to always manually add Company codes due to the additional setup required with them. The Company Code(s) should be the first update made to the system, before importing other codes.
How do I set up the Import File?
How do I Process the Code Table import?
Frequently Asked Questions
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Important Considerations: Cyber Train codes cannot contain certain symbols such as commas, quotes, apostrophes or ampersands and the user will get an error message when trying to import codes containing them. There are also certain character combinations that must be avoided because Cyber Train is programmed to strip them (even if they are in the middle of a code or description) as they can be used by others to reference potentially dangerous procedures or scripts that could cause harm to your Cyber Train system. These combinations include: SP_ or sp_ and XP_ or xp_. Also a double dash will be converted to a single dash. There are a few other combinations not listed here that could be stripped, but it is extremely unlikely that they would be used in codes or descriptions.
There are only up to 3 fields that can be used in this import as listed in the table below. The columns must be in this order. The Company Code is only necessary for the import of the codes tables listed above.
| Field Name |
Type |
What is it?/Where to find it? |
| Code |
Text Field (up to 50 characters) |
Enter what you want the code to be within the parameters noted above |
| Description |
Text Field (up to 100 characters) |
Enter a Description for the code. Do not include commas! This is what will show in the pull-down lists. |
| Company Code |
Code |
Found in Admin > Codes > Companies - Code not Description |
Use the COLUMNS to hold the fields that should be included in the import and a ROW for each code record. Once a code in the system, one cannot re-add the same code or update the information attached via this method. To update a description of a code, go into that code table specifically and edit the code needed.
Below is an example of a Job Code import file.
IMPORTANT NOTES:
1. Before saving the file for import, always remove the column headers.
2. When modifying a spreadsheet, be sure to delete ROWS and COLUMNS that are not needed instead of Edit > Clear Contents; otherwise the import will recognize those blank ROWS and COLUMNS and generate an error or add blank records.
3. The file can be created in or exported to Excel as a spreadsheet, but must be saved as a CSV before importing.
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Unlike other import processes below, there is no setup required for a code table import.
1. Find your .CSV file for import
2. Click Import to process
Note: The text in red on this screen only shows when one of the code tables that requires the Company Code is selected.
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Why am I getting an error when trying to import my spreadsheet?
Make sure that the worksheet has the correct number of columns (2 normally, 3 for specified files.)
Make sure that the worksheet is saved as a CSV file and not as an xls or xlsx file.
See also
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