Changes for page Batch Uploads

Last modified by Matthew Deceunynck on 2015/07/02 17:24
From version Icon 6.1 Icon
edited by karimpirani
on 2014/07/03 15:41
Change comment: Upload new image batch uploads - admin bar.PNG
To version Icon 17.1 Icon
edited by karimpirani
on 2014/07/14 21:31
Change comment: Upload new image batch uploads - sample csv.PNG

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1 1  **Batch Data Upload Process**
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3 -
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.
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.
6 6  
7 -
6 +__Prepare your file for uploading:__
8 8  
9 -You must review and fulfill these [[Prerequisites >>doc:Prerequisites]]prior to proceeding with this Batch Upload Process.
8 +0. A note on the CSV file type: 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 in your file is shown below.
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10 +~1. The first step you will need to take for batch uploads is to export all of your client data to the CSV file format. As stated above, the file can be a simple text file. Moreover, it can include information and assessment data for multiple clients. However, you **must **follow the subsequently outline standard to ensure that your data is understood and accepted by the system //(see the sample below for any clarifications)//
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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.
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14 +* Each client's assessment should be on a different line
15 +* Hence, there should be 1 line in the file per assessment
16 +* In this line, please be sure to include 4 things (in this order) separated only by commas: CLIENT ID, DATE (in MM/DD/YYYY format), SCORE, ASSESSOR
17 +* When you have included assessment information for all the clients, save your CSV file
18 +* Your CSV file is now ready to upload onto the system. See the General Uploading Process below to continue...
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20 +(((
21 +[[image:batch uploads - sample.PNG]]
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23 +)))
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25 +Batch Upload Data Formats
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27 +* Most common upload formats include: Role, Client, Staff Member, etc.
28 +* Some customized formats may be available or could be developed. Please contact OA for more information.
29 +
17 17  **General Uploading Process**
18 18  
19 19  ~1. Log into the application
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20 20  
21 21  2. Select the Batch Uploads option under the Administration sidebar
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36 +[[image:batch uploads - admin bar.PNG]]
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38 +
39 +The following screen should appear.
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23 23  [[image:bu 1.PNG||width="100%"]]
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33 33  
34 34  5. Confirm successful upload
35 35  
36 -[[image:Missing.png]]
54 +[[image:batch uploads - 7.PNG]]
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40 -6. Select the uploaded data and click on Process Selected
58 +6. Select the uploaded data and click on 'Process Selected'
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42 42  7. If there are errors, view the error details by clicking on the Show Error Details option
43 43  
44 -[[image:Missing.png]]
62 +[[image:batch uploads - 5.PNG]]
45 45  
46 46  You will need to correct the data in the CSV file, or obtain a new, corrected copy of the data.
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50 -8. If no errors (Success Count = Total Count), then you are done!
68 +8. If there are no errors (Success Count = Total Count), then you are done!
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55 -
56 56  **General File and Field Format/Content Rules**
57 57  
58 58  1. All fields are comma delimited.
59 59  1. The first row of the file is the 'header' record that specifies which fields are in the subsequent rows.
60 -1. The possible fields are case sensitive. E.g. name does not equal NaMe
76 +1. The possible fields are case sensitive. E.g. 'name' does not equal 'NaMe'
61 61  1. Fields can be escaped using Microsoft escaping or standard escaping.
62 -1. Dates are to be formatted in yyyy/mm/dd format. E.g. 2009/01/23
78 +1. Dates are to be formatted in YYYY/MM/DD format. E.g. 2009/01/23
63 63  1. Boolean values are either TRUE or FALSE.
64 64  1. Operation fields are not required and default to UPDATE when not specified. Here are the possible values for operation:
65 65  11. UPDATE: inserts or updates the record in the system
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