Batch Uploads

Version 17.1 by karimpirani on 2014/07/14 21:31

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.

Prepare your file for uploading:

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.

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)

  • Each client's assessment should be on a different line
  • Hence, there should be 1 line in the file per assessment
  • 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
  • When you have included assessment information for all the clients, save your CSV file
  • Your CSV file is now ready to upload onto the system. See the General Uploading Process below to continue... 

batch uploads - sample.PNG

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

batch uploads - admin bar.PNG

The following screen should appear.

bu 1.PNG

3. Select New...

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

bu 2.PNG

 

5. Confirm successful upload

batch uploads - 7.PNG

 

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

batch uploads - 5.PNG

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