Changes for page Batch Uploads

Last modified by Matthew Deceunynck on 2015/07/02 17:24
From version Icon 15.1 Icon
edited by karimpirani
on 2014/07/14 17:58
Change comment: Upload new image batch uploads - sample.PNG
To version Icon 6.1 Icon
edited by karimpirani
on 2014/07/03 15:41
Change comment: Upload new image batch uploads - admin bar.PNG

Summary

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1 1  **Batch Data Upload Process**
2 2  
3 -The batch data upload process allows you to quickly populate the system database with existing data that is already recorded in electronic format on one of your other data systems. The following is a step-by-step guide to making your way through this process.
3 +
4 4  
5 +The batch data upload process allows you to quickly populate the system database with existing data that is already recorded in electronic format on one of your other data systems. The following is a step by step guide to making your way through this process with a minimum of wear and tear.
5 5  
6 -csv process - batch uploads - common looking/format data (export/import)
7 -usually, CSV: text file, 1 line in file per assessment ;;; client id, date, score, assessor ~-~-- way to transfer assessment data
7 +
8 8  
9 -Prepare your file for uploading:
9 +You must review and fulfill these [[Prerequisites >>doc:Prerequisites]]prior to proceeding with this Batch Upload Process.
10 10  
11 -~1. CSV file type: please note that you will be required to upload all data to the system as a CSV file. Short for comma-separated values file, these files enable both parties (i.e. those responsible for importing and exporting the data) to have common expectations as to the data that must be uploaded and what the data signifies. They also prove to be the simplest and most effective way to transfer assessment data for clients. In the batch upload process, therefore, your CSV file will contain all the necessary and pertinent information for clients. Each CSV file, usually a text file, can contain information about many different clients. An outline for what to include and what format to use is shown below.
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12 12  
13 +Use these [[Batch Upload Data Formats>>doc:Batch Upload Data Formats]] and examples to guide you through the process of uploading your organization's data.
13 13  
14 -* Use of CSV file.
15 -* Export of client's data to CSV file format
16 -* Show a few columns on a fake and limited spreadsheet.
15 +
17 17  
18 -Batch Upload Data Formats
19 -
20 -* Most common upload formats include: Role, Client, Staff Member, etc.
21 -* Some customized formats may be available or could be developed. Please contact OA for more information.
22 -
23 23  **General Uploading Process**
24 24  
25 25  ~1. Log into the application
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26 26  
27 27  2. Select the Batch Uploads option under the Administration sidebar
28 28  
29 -[[image:batch uploads - admin bar.PNG]]
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31 -
32 -The following screen should appear.
33 -
34 34  [[image:bu 1.PNG||width="100%"]]
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36 36  
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44 44  
45 45  5. Confirm successful upload
46 46  
47 -[[image:batch uploads - 7.PNG]]
36 +[[image:Missing.png]]
48 48  
49 49  
50 50  
51 -6. Select the uploaded data and click on 'Process Selected'
40 +6. Select the uploaded data and click on Process Selected
52 52  
53 53  7. If there are errors, view the error details by clicking on the Show Error Details option
54 54  
55 -[[image:batch uploads - 5.PNG]]
44 +[[image:Missing.png]]
56 56  
57 57  You will need to correct the data in the CSV file, or obtain a new, corrected copy of the data.
58 58  
59 59  
60 60  
61 -8. If there are no errors (Success Count = Total Count), then you are done!
50 +8. If no errors (Success Count = Total Count), then you are done!
62 62  
63 63  
64 64  
54 +
55 +
65 65  **General File and Field Format/Content Rules**
66 66  
67 67  1. All fields are comma delimited.
68 68  1. The first row of the file is the 'header' record that specifies which fields are in the subsequent rows.
69 -1. The possible fields are case sensitive. E.g. 'name' does not equal 'NaMe'
60 +1. The possible fields are case sensitive. E.g. name does not equal NaMe
70 70  1. Fields can be escaped using Microsoft escaping or standard escaping.
71 -1. Dates are to be formatted in YYYY/MM/DD format. E.g. 2009/01/23
62 +1. Dates are to be formatted in yyyy/mm/dd format. E.g. 2009/01/23
72 72  1. Boolean values are either TRUE or FALSE.
73 73  1. Operation fields are not required and default to UPDATE when not specified. Here are the possible values for operation:
74 74  11. UPDATE: inserts or updates the record in the system
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