How to mass update emails on Bromcom, for Students and Staff

Emails on Bromcom are required for certain 3rd party software which integrates into Bromcom for example, Classcharts. If you do not amend this information on Bromcom then the affected students won't be able to access the software.

1. Firstly, email help@magnificat.org.uk and ask for a list of all current accounts for that year group or groups. Someone should be able to email you a list of users from our systems, you will need this for later.
   
   
2. In this example, log into Bromcom and go to students. And then filter by year group (click on the little black filter icon next to year group)
   And select the year group you need.
   
   
3. Next we want to get a CSV list of all the students in this year group. So under the selections drop-down box at the top of the page, click on select all, then click on Actions and scroll down and select Manual Data Export. In the next window that opens, in the Data Source drop-down, select Basic Details and tick: Include empty records where data does not exist, you will see that it has downloaded a .csv file with all the emails and students from that year group or groups.
   
   
4. Open the file using Excel and then proceed with the below.
   
   It is important, the first change you make is to Add a Priority Column and make every row 1, so under the priority column all the rows should read 1. Then add the EmailType Column, and add Work to all the rows, if these are not set then these email addresses won't be picked up. Next Add in the EmailAddress column.
   Next on the column Marked A, check the Admission numbers, these admission numbers might look wrong. If they are missing 0's at the start of the admission number then we will have to bring these back. Right-click on the column marked A then choose format cells:
   Click on Number in the Tab at the top and then select Custom in the Category window. 
   On the Right pane, click on 0. Then type in the amount of 0's for the total length of the Admission number. So for example if the admission number for a student was 012345 then in the Type box enter: 000000, this indicates the Admission number was 6 digits long.
   After you have entered the amount of 0's into the Type box, click on OK. This will then add a 0 into every Admission Number field, thereby making the admission numbers correct.
   
   
5. Now it is time to add the email addresses, this requires simply copying, pasting and then checking data from the CSV sent by the IT team (you should have asked for this in step 1), it is recommended you check every account to make sure that all the information is correct. If you find a student without an email address on the system then mark their names down and move on, if you find there is an extra student on the document we sent to you from step one, then mark it down and let us know. Make sure you are editing the EmailAddress column, enlarge the field by clicking and dragging on the right column divider and drag it until all of the email addresses are easily visible (your mouse will change to a line with two arrows pointing away from it, click and hold and drag this to the right.) 
   
   DO NOT change the UPN field this field should not be touched to ensure no issues are created when reimporting the data.
   
   
6. After you have changed all of the email addresses in the EmailAddress column, give it one last thorough check, just to make sure all the information is right and that this won't need to be done again for this year group or groups.
   Then on Bromcom, click on actions, and then Manual Data Import. In the next window, find the file and then select Comma underneath, make sure: Exclude following characters from whole document is ticked. Then click on Next. In the Data Destination drop-down, select Emails. And then make sure the priority, Email Type, Email Address, Notes, UPN and Admission Number Drop-downs are correct, they should all report the same information as their title suggests, and then make sure Admission Number and UPN is ticked, this makes sure there is no incorrect data added to Bromcom.
7. After completing this, you should be good to go. Check a couple of the students on Bromcom and make sure their email address is correct.