How to import records to add individuals to the Safe Environment Program
- Start by creating a folder with a name and in a place you will easily remember and find. In this example, we created a folder called SEP Import Files in our Documents folder.
- From the dashboard, navigate to the Individuals page.
- On the Individuals page, click the export button (1).
- To ensure your records are in the proper format, click the Download Template button (2).
- Copy the template from the Downloads folder to the folder you created for SEP Imports.
- Edit the IndividualImportTemplate (3) and add your records (4), filling in the information as prompted by the column headers.
- To avoid having to download the template for future imports, save this file under a new name. Add helpful information to the file name, such as the date.
- To avoid having to download the template for future imports, save this file under a new name. Add helpful information to the file name, such as the date.
- Now that you have a file to import, go back to the Individuals page and select the Import button again, browse for and select the populated file.
- Once you select the file, you will have a final choice to continue the upload. If there are duplicate records or fields in the file that are not formatted properly, you will receive an error.
- In the case of a duplicate record, we selected Apply With Warnings which imported all the records except the duplicate. If it is truly a duplicate, you don't want to import it again. If it is a different record but with the same first and last names, you must differentiate between the existing record and the import record by adding additional distinct information.
- If the fields are improperly formatted, you may not import the file until they are formatted correctly.
- Certain fields expect distinct and complete information such as driver's license, status, etc.
- You may now manage each record through the application.
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