🗃️Photos & Files

OpenApply offers comprehensive support for the bulk importation of photos and files as required. For instance, if you wish to import student photos as profile photos or upload important documents to OpenApply for each student, we can assist with these tasks. Please review the detailed requirements outlined below.

It takes 2-3 weeks to complete these tasks depending on the size & number of files and if the files are prepared correctly. Therefore, we recommend preparing the files in advance to ensure a smooth import process.

Please note that bulk importation of photos and files can only be conducted once the student records have been successfully imported into OpenApply.

Bulk Importing Student Photos to OpenApply

In OpenApply, each student can have a profile photo:

If you have student photos which you wish to bulk upload to OpenApply, we can assist to bulk uploading them.

You would need to prepare the photos based on our requirements. There are two ways of doing it:

1. The first method is to label each student's photo with either their OpenApply ID or Student ID. Please note that the OpenApply ID will only be generated after the students have been imported into OpenApply. If you want to use Student ID, you can provide the existing IDs in your current system, and we can assist with importing these Student IDs during the student import process. So for example if the student's student ID is 1021101991, then you should rename the photo as '1021101991.jpeg' or '1021101991.png' (Please ensure that the file name contains only the Student ID with no additional text or characters)

or

1. If you prefer not to rename the photos, the second method is to provide an Excel file mapping each file name to the corresponding student. You should use either the OpenApply ID or Student ID for this mapping. Please refer to the example below for guidance:

**The header must include either the OpenApply ID or Student ID, as well as the File Name.

Bulk Importing Files to OpenApply

To facilitate the bulk import of files, please follow these guidelines:

• Single File for All Students: If you wish to bulk import the same file for all students, please provide the file and specify the group of students for whom the file should be imported.

• Unique File for Each Student: For importing a unique file for each student, either name each file with the student's OpenApply ID/Student ID, or provide an Excel file that maps file names to student IDs, following the instructions provided for student photos above.

• Multiple Unique Files for Each Student: If you need to upload multiple unique files for each student, please prepare an Excel file mapping each file name to the corresponding students (using either OpenApply ID or Student ID). Please ensure that each file name is unique to prevent any duplication and ensure correct file assignment.

Please refer to the example below for guidance:

**The header must include either the OpenApply ID or Student ID, as well as the File Name.

Please note that the file name will determine how the file appears in OpenApply, so please ensure that it is named according to your preferences.

A final reminder: when providing an Excel file for mapping files to students, please ensure the mappings are accurate, as we will not be able to verify their correctness.

If you are using the Excel file mapping method for both student photos and other files, please prepare two separate Excel files—one for student photos and one for other files.

You can submit these files along with the photos/files in a zip archive or via a shared drive.

If you are concerned about the accuracy of your file preparation, consider conducting a test with a small group of students first. Once we have bulk-imported these test files and you have confirmed their accuracy, you can proceed with preparing the files for the remaining students.