This reference guide provides data feed file naming conventions, identifies issues a district may encounter with the organizational unit (OU) data feed into the Vision Resource Center, and provides solutions to fix issues.
District Data
The OU data contains the user profile data, such as location, position, department, and information to build a user profile. This data is sent from the District IT administrator who will configure the HRIS for uploading the CSV file to SFTP automatically as a daily feed and send a set of required files. Daily cutoff time is 4:30 p.m. If data is missing, or incorrect, please reach out to your District HR or IT departments.
The OU data files need to be sent with the correct file names, or they won’t be picked up from the server and loaded into Cornerstone. Refer to the naming convention requirements at the end of this document.
OU Data File naming conventions
Primary Files:
- User.csv
- Department.csv
- Division.csv
- Location.csv
- Position.csv
Secondary Files (if applicable):
- DepartmentSecondary.csv
- DivisionSecondary.csv
- LocationSecondary.csv
- PositionSecondary.csv
Tertiary Files (if applicable):
- DepartmentTertiary.csv
- DivisionTertiary.csv
- LocationTertiary.csv
- PositionTertiary.csv
Quaternary Files (if applicable):
- DepartmentQuaternary.csv
- DivisionQuaternary.csv
- LocationQuaternary.csv
- PositionQuaternary.csv
File Formats
The column names in each of the CSV files are shown below for each file type.
The first line of the CSV file should include this column header.
Data lines start at line 2 and may contain double quotes around them if the data contains “,” in a single field. It is advisable to surround all data with double quotes.
User.csv
"User ID", "Local System ID", "Username", "Active", "Absent", "Allow Reconcile", "Prefix", "First Name", "Middle Name", "Last Name", "Suffix", "Email", "Work Phone", "Home Phone", "Mobile Phone", "Fax", "Country Code", "Line 1", "Line 2", "Mail Stop", "City", "State/Province", "Zip Code", "Division ID", "Location ID", "Position ID", "Department ID", "Grade ID", "Last Hire Date", "Original Hire Date", "Required Approvals", "Approver ID", "Manager ID", "Gender", "Ethnicity", "Language", "Time Zone", "Compensation Currency",, "Exempt", "Status", "Secondary Division", "Secondary Location", "Secondary Position", "Secondary Department", "Workload", "Eligible PD Hours", "Org", "Institutional ID", "Tertiary Division", "Tertiary Location", "Tertiary Position", "Tertiary Department", "Quaternary Division", "Quaternary Location", "Quaternary Position", "Quaternary Department"
Department.csv
"OU ID", "OU Name", "Parent ID", "Owner ID", "Approver ID", "Description", "Active", "Allow Reconcile"
Division.csv
"OU ID", "OU Name", "Parent ID", "Owner ID", "Description", "Active", "Allow Reconcile"
Location.csv
"OU ID", "OU Name", "Parent ID", "Owner ID", "Description", "Active", "Allow Reconcile", "Facility Type", "Country", "Time Zone", "Address #1", "Address #2", "City", "State/Province", "Postal Code", "Contact", "Phone", "Fax", "Email", "Occupancy", "Approval Required", "On Site"
Position.csv
"OU ID", "OU Name", "Parent ID", "Owner ID", "Description", "Active", "Allow Reconcile"
DepartmentSecondary.csv
Same as Department.csv
DepartmentTertiary.csv
Same as Department.csv
DepartmentQuaternary.csv
Same as Department.csv
DivisionSecondary.csv
Same as Division.csv
DivisionTertiary.csv
Same as Division.csv
DivisionQuaternary.csv
Same as Division.csv
LocationSecondary.csv
Same as Location.csv
LocationTertiary.csv
Same as Location.csv
LocationQuaternary.csv
Same as Location.csv
PositionSecondary.csv
Same as Position.csv
PositionTertiary.csv
Same as Position.csv
PositionQuaternary.csv
Same as Position.csv
Errors
Error notification reports are not currently sent automatically when there is an error with an OU file. The Vision Resource Center team is working closely with Cornerstone to get error notifications automatically sent in the future. If you want to receive an error file, please submit a request and we can manually pull one for you.
| Common Errors | How to fix them |
| A User ID cannot be listed as their own Manager ID. | The user has their own User ID listed as their manager. This is not permitted. Please update the Manager ID listed for that user. |
|
Department ID/Primary Department ID contains an OUID that does not match an OU in the system. |
The Department ID listed for this user does not match a Department in Cornerstone. Please update the Primary Department file to include this Department ID. (This error relates to any Primary, Secondary, Tertiary or Quaternary Department ID errors.) |
|
Division ID/Primary Division ID contains an OUID that does not match an OU in the system. |
The Division ID listed for this user does not match a Division in Cornerstone. Please update the Primary Division file to include this Division ID. (This error relates to any Primary, Secondary, Tertiary or Quaternary Division ID errors.) |
Position ID/Primary Position ID contains an OUID that does not match an OU in the system. |
The Position ID listed for this user does not match a Position in Cornerstone. Please update the Primary Position file to include this Position ID. (This error relates to any Primary, Secondary, Tertiary or Quaternary Position ID errors.) |
Manager ID/ Manager ID contains a user ID that does not match a User in the system or an error-free User in the import. |
The Manager ID for this user is being blocked because that Manager ID has an error on the report. Locate the error for that manager and fix the issue. |
Username (Username) must be different values for all rows. |
There is a duplicate record for this user. If you have verified there is no duplicate record in your User file, please submit a request so we can investigate. This is usually an instance where another district has a user with the same Username. This must be corrected by both districts. |
Username is already used for a different user. |
The Username is already in use. If you have verified that there are no duplicates on your District User file, please submit a request. This is usually an instance where another district has a user with the same Username. This must be corrected by both districts.
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