Batch Uploads

Batch Data Upload Process

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.

csv process - batch uploads - common looking/format data (export/import)
usually, CSV: text file, 1 line in file per assessment ;;; client id, date, score, assessor --- way to transfer assessment data

Prepare your file for uploading:

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. 

• Use of CSV file.
• Export of client's data to CSV file format
• Show a few columns on a fake and limited spreadsheet. 

Batch Upload Data Formats

• Most common upload formats include: Role, Client, Staff Member, etc.
• Some customized formats may be available or could be developed. Please contact OA for more information.

General Uploading Process

1. Log into the application

2. Select the Batch Uploads option under the Administration sidebar

The following screen should appear.

3. Select New...

4. Select the file you wish to upload and identify the type of data that it contains, and click on Submit

5. Confirm successful upload

6. Select the uploaded data and click on 'Process Selected'

7. If there are errors, view the error details by clicking on the Show Error Details option

You will need to correct the data in the CSV file, or obtain a new, corrected copy of the data.

8. If there are no errors (Success Count = Total Count), then you are done!

General File and Field Format/Content Rules

1. All fields are comma delimited.
2. The first row of the file is the 'header' record that specifies which fields are in the subsequent rows.
3. The possible fields are case sensitive. E.g. 'name' does not equal 'NaMe'
4. Fields can be escaped using Microsoft escaping or standard escaping.
5. Dates are to be formatted in YYYY/MM/DD format. E.g. 2009/01/23
6. Boolean values are either TRUE or FALSE.
7. Operation fields are not required and default to UPDATE when not specified. Here are the possible values for operation:
   1. UPDATE: inserts or updates the record in the system
   2. DELETE: removes a specific record from the system
   3. DELETE_ALL: removes all records specified by the key from the system. This really only applies to the one to many cases in the system. If not a one to many case, this will behave the same as the DELETE operation