You can import your registration and tag information using our new Importer! After you download your information as a spreadsheet with the appropriate headers for each column, you can import the spreadsheet into your account. It’s important to note that you must be assigned permission to use the Importer. If you want to take advantage of this new feature, please reach out to your account manager!
In this article:
Import a File
IMPORT TEMPLATE
The Import Template includes the appropriate headers for the groups and tags associated with your organization. Depending on the type of information that you want to import, you can include groups, tags, or both when you download the template.
To download an import template:
- In the Menu, click Data Imports.
- In the submenu that appears, click Profile Import.
- Click the Yes or No buttons to include or exclude Groups and Tags.
- Click the DOWNLOAD TEMPLATE button.
To import a file:
- In the Menu, click Data Imports.
- In the submenu that appears, click Profile Import.
Important: The type of file you use must be .csv, .xls, or .xlsx - Click the Choose File button, and then select the file that you want to import.
- Click the UPLOAD button. If you have any conflicts, please see the Import Conflicts article.
- In the Terms and Conditions section, check the boxes to confirm that you accept each one.
- Click the IMPORT button.
- In the Import Profiles window that appears, click the CONFIRM button. An Import Complete window will appear.
Import Checklist
When the data in a spreadsheet does not match the data in an organization’s account, warning signs and conflicts will appear when you attempt to upload the file. Before you import your file, you can prevent conflicts, duplicate profiles, and incorrect information by spot checking a few things:
- Make sure the first and last names are in the appropriate columns and that the names of existing profiles match the spelling and capitalization of the names in your account. If you spell the name of a participant differently or assign a different birth date than currently exists in your account, you will create a duplicate profile.
- If you use identifiers in your profiles, make sure the identifiers for existing profiles match the profiles in your account. We strongly recommend using identifiers, because when these are used to match profiles, duplicates are much less likely.
- Make sure an email address is included for each new participant record. If a new participant record is added without an email address, the participant will not receive an invitation to manage the profile and complete Health Profile information.
- Make sure the correct headers are included in the first row of each import file. The headers let the system know which fields in your account to populate with the information contained in the accompanying column.
- Check to see that the names of the groups in your file match the names of the groups in your account. Even an extra space, incorrect capitalization, or misspelled word will cause a conflict.
Uploading a file will give you a preview of the information which will be imported into your account if you complete the import. After you upload your file, it is important to spot check all three sections on the Import page: Existing profiles, New profiles, and Conflicts if any appear. You can view a preview of a profile by clicking the name of the profile section, and then clicking the name of a profile.
- After you upload an import, check to see if the import seems uncharacteristic for your organization. For instance, if your imports tend to contain more matching profiles than new profiles and the upload shows more new profiles than matching profiles, you can spot check the information in your columns to make sure the first and last names are in the correct columns, the birthdates are correct, and the identifiers are correct (if applicable).
- In the Existing profiles, you should look to see if there are any yellow Warning icons or too many new email addresses adding new authorized users to profiles that already exist. Any email address which appears in the preview of an Existing profile is new. Email addresses that are already in your account will not appear in the preview.
- Open several of the New profiles to make sure that they include at least one email address for an authorized user. If a new profile is imported without an email address, no authorized users will be added to the profile and no invitations to manage the profile will be sent.
- You should not receive conflicts often, if ever, but if you do, you can reference the Import Errors and Conflicts article.
Import Errors and Conflicts
If conflicts exist in your file, they will be identified when you upload the file and preview the results. Incorrect headers or formatting problems that will prevent your file from being imported will result in a Preview Error. The cause of the problem will be identified in the error message.
When you upload your file, you can click the Conflicts section of the Import page to view and export a list of any records causing conflicts as well as the reasons for these conflicts.
A Group Name Not Found conflict means that the group in your file does not match any groups in your account. Compare the group names listed in the conflicts with the list of group names in your account. Contact your account manager if you do not have a list.
If you find that a group name in your file does not exist in your account or that the name of the group in your account needs to be corrected, you can contact your account manager. To add a new group, please give your account manager the start date, end date, due date, and lockout date for the group.
An Invalid Birth Date conflict means that the information in the Date of Birth column does not match an actual date. An Invalid Email Address conflict means that the information in the Emails column does not match the format of an email address.
An Ambiguous Name conflict means that there is more than one profile in your account that matches the demographic information in your file. Merge the duplicate profiles together to resolve this type of conflict. You can learn more about merging duplicates in our Merge Profiles article.
Incorrect Import Protocol
Everybody makes mistakes sometimes, and we know how important it is to fix mistakes as soon as we know about them. These are the steps we recommend that you follow if you import a file which includes incorrect information.
- Identify which information in the import is incorrect, such as user email addresses, registrations, first and last names switched, etc.
- Disable your Welcome notifications so users do not receive invitations to manage the wrong profiles.
- Email us at imports-support@docnetwork.org to let us know which information in your import is incorrect, and we will let you know what we can do to fix the problem.
- After the import has been fixed, enable your Welcome notifications again.
One easy way to fix an incorrect import is to email us a master spreadsheet containing all of your registration information. We can complete a hard sync with the master spreadsheet, which will update all of the information in your account to match your master spreadsheet and remove any information that is not included.