Batch Upload Formats

Version 38.1 by Davide Bonicelli on 2015/03/25 10:13

Batch Data File Formats and Examples

  • Each batch file contains a set of related items that represent an aspect of your organization - your clients, your staff, the roles your staff will fulfill using the system.
  • Some batch files must be loaded before others so that a particular aspect of your organization can be linked to another, for example, client data must be uploaded prior to the client placement data.
  • Organization Units (ORGUNIT) does not have a batch upload and must be defined through the SMR application
  • Taxonomy tags (TAG) do not have a batch upload and must be defined through the SMR application.
  • The following table briefly describes each batch file according to the aspect of the organization it contains.

 

Organizational AspectDescription Prerequisite Item(s)
1. RoleWhat are the distinct groups of users in your organization? None
2. Role PermissionWhat specific permissions are allowed for each role? Role
3. Client Identify the clients your organization is serving None
4. Client Placement Where do your clients belong for in your organization structure?Client, Org Unit
5. Client Tag Associate clients with non-OU tags/taxonomy items Client, Tag
6. Caregiver Associate caregivers to specific clients Client
7. Staff Identify the staff members in your organization.staff members' email addresses
8. Staff RoleWhat role does a specific staff member serve?Staff, Role
9. Staff  PlacementWhere do your staff belong in your organization structure?Staff,  Org Unit
10. Staff  ResponsibilityWho supervises each staff member?Staff, Role
11. Organizational Unit ResponsibilityWhich organizational unit does each staff member belong to?Staff, Role, Org Unit
12. Staff-Client Assignment Which clients are specifically assigned to a staff member?Staff, Role, Client
  • The following diagram provides a visual roadmap of the prerequisites for loading each batch file: 

BatchUploadTablesAndKeys-1330540947.png

 

The sections below describe specific upload information about each organizational batch upload file:

  • Name of organization items and link to an example of batch upload content 
  • Description
  • Upload fields
  • Sample upload file - These samples were used to successfully populate a test version of the SMR system.
  • Screenshot of the appropriate admin page after successful upload

Role

Description: define Roles in the system.

Same as: Roles... admin screen.

Prerequisite: None

Batch File Fields:

  • operation
  • name
  • code
  • description

Sample file

operation,name,code,description
UPDATE,BatchUploadSampleRole1,BUSR1,Example role 1
UPDATE,BatchUploadSampleRole2,BUSR2,Example role 2
UPDATE,BatchUploadSampleSupervisor,BUSPV,Example role 3

Role Permission

Description: assign permissions to Roles.

Same as: Roles... admin screen --> Assigned Permissions tab.

Prerequisite: ROLE

Batch File Fields:

  • operation
  • ROLE.code
  • permission.name - These permissions are defined configured for your specific version of SMR

Sample File

operation,role.code,permission.name
UPDATE,BUSR1,CANS_CREATE
UPDATE,BUSR1,CANS_EDIT
UPDATE,BUSR1,CANS_VIEW
UPDATE,BUSR1,CLIENTS_VIEW
UPDATE,BUSR1,OU_VIEW
UPDATE,BUSR1,REPORTS_VIEW
UPDATE,BUSPV,CANS_APPROVE
UPDATE,BUSPV,CANS_AUTO_APPROVE
UPDATE,BUSPV,CANS_CREATE
UPDATE,BUSPV,CANS_EDIT
UPDATE,BUSPV,CANS_VIEW
UPDATE,BUSPV,CLIENTS_CREATE
UPDATE,BUSPV,CLIENTS_DELETE
UPDATE,BUSPV,CLIENTS_EDIT
UPDATE,BUSPV,CLIENTS_OU_VIEW
UPDATE,BUSPV,CLIENTS_TAG_VIEW
UPDATE,BUSPV,CLIENTS_VIEW
UPDATE,BUSPV,REPORTS_VIEW
UPDATE,BUSR2,ANSA_CREATE
UPDATE,BUSR2,ANSA_EDIT
UPDATE,BUSR2,ANSA_VIEW
UPDATE,BUSR2,CLIENTS_VIEW
UPDATE,BUSR2,OU_VIEW
UPDATE,BUSR2,REPORTS_VIEW

Client

Description: define basic client information.

Same as: Clients... admin screen --> Basic Information tab.

Notes: The "active" field is a Boolean.

Prerequisite: None

Batch File Fields:

  • operation
  • firstName
  • lastName
  • identifier
  • active
  • gender
  • dob
  • payerID
  • providerID
  • memberID

Sample file

operation, firstName, lastName, identifier, active, gender, dob, payerID, providerID, memberID
UPDATE,Test,Client1,TC1,TRUE,MALE,1995/01/12,3PPID01, ProvID1, Mem117
UPDATE,Test,Client2,TC2,TRUE,FEMALE,1995/06/18,3PPID11, ProvID2, Mem121
UPDATE,Test,Client3,TC3,TRUE,MALE,1995/07/23,3PPID01, ProvID3, Mem233
UPDATE,Test,Client4,TC4,TRUE,FEMALE,1996/02/19,3PPID38, ProvID1, Mem257
UPDATE,Test,Client5,TC5,TRUE,MALE,1996/06/25,3PPID432, ProvID2, Mem301
UPDATE,Test,Client6,TC6,TRUE,FEMALE,1996/08/25,3PPID010, ProvID3, Mem443
UPDATE,Test,Client7,TC7,TRUE,MALE,1996/12/02,01010101, ProvID1, Mem43
UPDATE,Test,Client8,TC8,TRUE,FEMALE,1997/01/27,3PPID01, ProvID2, Mem228
UPDATE,Test,Client9,TC9,TRUE,MALE,1997/01/31~,~, ProvID3, Mem73
UPDATE,Test,Client10,TC10,TRUE,FEMALE,1997/08/01,3PPID01~,~, Mem11
UPDATE,Test,Client11,TC11,TRUE,MALE,1997/12/19~,~, ProvID2, Mem127
UPDATE,Test,Client12,TC12,TRUE,FEMALE,1998/03/27,3PPID03, ProvID1, Mem877

Client Placement

Description: define client placements at org units.

Same as: Clients... admin screen --> Organizational Placements tab.

Prerequisite: CLIENT, Organizational Units

Batch File Fields:

  • operation
  • CLIENT.identifier
  • ORGUNIT.code

Sample file

operation, client.identifier, orgUnit.code
UPDATE, 1234, OU-1
UPDATE, 1235, OU-1
UPDATE, 1251, OU-1
UPDATE, 1252, OU-1
UPDATE, 1253, OU-1
UPDATE, 1254, OU-1
UPDATE, 1255, OU-2
UPDATE, 1256, OU-2
UPDATE, 1257, OU-2
UPDATE, 1258, OU-2
UPDATE, 1259, OU-2
UPDATE, 1260, OU-2
UPDATE, 1261, OU-2

 

Client Tag

Description: assign taxonomy tags to client

Same as: Clients... admin screen --> Tags tab.

Prerequisites: CLIENT, TAG

Batch File Fields:

  • operation
  • CLIENT.identifier
  • TAG.code

Sample file

operation,client.identifier,tag.code
UPDATE,TC1,TT1
UPDATE,TC1,TT1.1
UPDATE,TC1,TT1.2
UPDATE,TC1,TT2
UPDATE,TC1,TT3
UPDATE,TC1,TT3.1
UPDATE,TC1,TT3.2
UPDATE,TC1,TT1
UPDATE,TC1,TT1.1
UPDATE,TC1,TT1.2
UPDATE,TC2,TT2
UPDATE,TC3,TT3
UPDATE,TC4,TT2
UPDATE,TC5,TT3
UPDATE,TC6,TT3.1
UPDATE,TC7,TT3.2
UPDATE,TC8,TT1
UPDATE,TC9,TT1.1
UPDATE,TC10,TT1.2
UPDATE,TC11,TT2
UPDATE,TC12,TT3

Caregiver

Description: define/assign caregivers for clients.

Same as: CANS Assessment --> Client details --> caregivers tab.

Prerequisites: CLIENT

Batch File Fields:

Sample file

operation,client.identifier,relationshipToClient,firstName,lastName
UPDATE,TC2,Adoptive Father,Adopt,Father
UPDATE,TC2,Adoptive Mother,Adopt,Mother
UPDATE,TC2,Godparent,Greg,Smith
UPDATE,TC2,Godparent,Gina,Smith
UPDATE,TC2,Biological Father,Bio,Father
UPDATE,TC2,Biological Mother,Bio,Mother

Staff

Description: define staff members/users of the system.

Same as: Staff... admin screen.

Prerequisites: valid email address

Notes: The password is set to the lastName.

            The "active" field is a Boolean - TRUE or FALSE

Batch File Fields:

  • operation
  • firstName
  • lastName
  • login
  • email
  • active

Sample file

operation,firstName,lastName,middleName,login,email,active
UPDATE,Test,Staff1,teststaff1,test1@test.com,TRUE
UPDATE,Test,Staff2,teststaff2,test2@test.com,TRUE
UPDATE,Test,Staff3,teststaff3,test3@test.com,TRUE
UPDATE,Test,Staff4,teststaff4,test4@test.com,TRUE
UPDATE,Test,Staff5,teststaff5,test5@test.com,TRUE
UPDATE,Test,Staff6,teststaff6,test6@test.com,TRUE

Staff Role

Description: assign roles to staff members

Same as: Staff... admin screen --> Assigned Roles tab.

Prerequisites: STAFF, ROLE

Notes: The "active" field is a Boolean.

Batch File Fields:

  • operation
  • STAFF.login
  • ROLE.code
  • active

Sample file

operation,user.login,role.code,active
UPDATE,teststaff1,BUSR1,TRUE
UPDATE,teststaff2,BUSR1,TRUE
UPDATE,teststaff3,BUSR1,TRUE
UPDATE,teststaff4,BUSR1,TRUE
UPDATE,teststaff5,BUSR1,TRUE
UPDATE,teststaff6,BUSPV,TRUE

Staff Placement

Description: define staff member placements at org units.

Same as: Staff... admin screen --> Placement tab

Prerequisites: STAFF, ORGUNIT

Batch File Fields:

  • operation
  • STAFF.login
  • ORGUNIT.code

Sample file

operation,user.login,orgUnit.code
UPDATE,teststaff1,SC.B1
UPDATE,teststaff2,SC.B2
UPDATE,teststaff3,SC.B1
UPDATE,teststaff4,SC.B2
UPDATE,teststaff5,R1W
UPDATE,teststaff6,R1E

Staff Responsibility

Description: assign staff member responsibility for other staff members.

Same as: Responsibilities... --> Staff tab

Prerequisites: STAFF, ROLE

Batch File Fields:

  • operation
  • parentUserRole.STAFF.login
  • parentUserRole.ROLE.code
  • childUserRole.STAFF.login
  • childUserRole.ROLE.code

Sample file

operation,parentUserRole.user.login,parentUserRole.role.code,childUserRole.user.login,childUserRole.role.code
UPDATE,teststaff6,BUSPV,teststaff1,BUSR1
UPDATE,teststaff6,BUSPV,teststaff2,BUSR1
UPDATE,teststaff6,BUSPV,teststaff3,BUSR1
UPDATE,teststaff6,BUSPV,teststaff4,BUSR1
UPDATE,teststaff6,BUSPV,teststaff5,BUSR1

Organizational Unit Responsibility

Description: assign staff member direct responsibility for org units.

Same as: Responsibilities... --> OU tab

Prerequisites: STAFF, ROLE, ORGUNIT

Batch File Fields:

  • operation
  • userRole.STAFF.login
  • userRole.ROLE.code
  • ORGUNIT.code

Sample file

operation,userRole.user.login,userRole.role.code,orgUnit.code
UPDATE,teststaff6,BUSPV,SC
UPDATE,teststaff6,BUSPV,NC
UPDATE,teststaff6,BUSPV,R1
UPDATE,teststaff6,BUSPV,R2

Staff - Client Assignment

Description: assign staff member direct responsibility for clients.

Same as: Responsibilities... --> Clients tab.

Prerequisites: STAFF, ROLE, CLIENT

Batch File Fields:

  • operation
  • userRole.STAFF.login
  • userRole.ROLE.code
  • CLIENT.identifier

Sample file

operation,userRole.user.login,userRole.role.code,client.identifier
UPDATE,teststaff1,BUSR1,TC1
UPDATE,teststaff1,BUSR1,TC2
UPDATE,teststaff1,BUSR1,TC3
UPDATE,teststaff1,BUSR1,TC4
UPDATE,teststaff1,BUSR1,TC5
UPDATE,teststaff1,BUSR1,TC6
UPDATE,teststaff1,BUSR1,TC7
UPDATE,teststaff1,BUSR1,TC8
UPDATE,teststaff1,BUSR1,TC9
UPDATE,teststaff1,BUSR1,TC10
UPDATE,teststaff1,BUSR1,TC11
UPDATE,teststaff1,BUSR1,TC12