Import SEP Profile, Assignment, and Requirements Data

This article shows you how to import profile, assignment, and requirements data into the records of individuals. If you have multiple records to import into SEP, the import feature can help minimize data entry errors and expedite the process of updating your database. The Individuals import allows you to import the following types of data in a single file:

  • Profile only: Includes critical information used to identify an individual, such as their name, age, address, and date of birth.
  • Profile and assignment: Includes profile information and information about the assignment they hold in the organization.
  • Profile, assignment, and requirement: Includes profile information, information about the assignment they hold in the organization, and the specific requirements tied to their assignment (for example, results of background screenings, certifications, and trainings).

Permissions

You must have Individuals > Import Individuals permissions to import the records of individuals.

Preparing a File for Import

You can create your own import file from scratch or modify an existing file that contains profile, assignment, and assignment data. Alternatively, you can download the import template ParishSOFT provides and edit it to meet your needs. The template is in a format (CSV) that SEP accepts. Column headers in the template identify the fields contained in the record and their sequence.

File Requirements

If you are creating a file from scratch or using an existing file, make sure the file is in CSV (comma-separated values) format. Consult the table below to make sure your columns are named as shown and that the data in a column matches the column's description.

An asterisk (*) indicates required information.

Fields in the Import File for Individuals

Profile Fields
Cell Column Name Description
A IndividualID *

Unique code that identifies the individual.

If the individual has a record in your SEP database, enter their unique ID number in the cell.

If the individual does not have a record in your SEP database, enter a 0 in the cell. The system will create a record for the individual and assign the individual a unique ID.

For your reference, Individual IDs are listed in the ID column in the grid on the Individuals page.
B Title Prefix to a person's name, for example, Mr., Mrs., or Dr. 
C FirstName * First name.
D MiddleName Middle name.                                      
E LastName * Last name. 
F NickName Nickname. Informal or familiar name that the individual goes by.
G Suffix Suffix to a person's name that provides additional information about them, for example, Jr., II, Ph.D.
H MaidenName Surname used at birth and used prior to legally being changed at marriage.
I DateOfBirth Date of birth. Enter the date in mm/dd/yyyy format.
J SSN Social security number.
K DriversLicenseNumber Driver's license number.
L DriversLicenseStateCode State that issued the driver's license (for example, MI, NY, CT).
M DriversLicenseExpires Driver's license expiration date. Enter the date in mm/dd/yyyy format.
N Address1 Street number and name.
O Address2 Apartment number, suite, or other secondary address information.
P City City name.
Q StateCode State name.
R PostalCode Zip Code or postal code.
S HomePhone Home telephone number.
T CellPhone Cell phone number.
U Email Email address.
V Notes Note or comments relevant to the individual.
W IndividualExternalID Code used to identify the external system from which data about the individual was obtained. Provides a way to track where data in an individual's profile came from.
X IndividualExternalSource External system from which data about the individual was obtained.

Assignment Fields

Y OrganizationID *

Code that identifies the organization in which the individual holds an assignment.

For your reference, Organization ID values are listed in the ID column in the grid on the Organizations page.
Z PositionID * Code that identifies the individual's position.
AA AssignmentTitle Descriptive name given to the assignment. 
AB AssignmentStatusID *

Code that identifies the status of the individual's assignment:

1 = Not Started 

2 = In Process

3 =  Active

4 =  InActive

5 =  Terminated 

6 =  Suspended 

7 =  Deceased 

8 =  Retired 

9 =  Resigned 
AC StartDate * Assignment start date.
AD AssignmentExternalId Code that identifies the external system from which an individual's assignment data was obtained. Provides a way to track where assignment records came from.
AE AssignmentExternalSource  Identifies the outside system from which an individual's assignment data was obtained.

Requirement Fields

AF RequirementID *

Code that identifies the imported requirement to the SEP system.

For your reference, Requirement ID values are listed in the ID column in the grid on the Settings > Requirements page.
AG RequirementStatusID *

Code that identifies the status of the imported requirement to the SEP system, specifically:

1 = Not Started

2 = In Progress

3 = Pending Applicant

4 = Review Needed

5 = Completed

6 = On Hold
AH RequirementStartDate * Date the requirement started.
AI RequirementDateCompleted Date the requirement was completed.
AJ RequirementNotes Notes specific to the imported requirement. These notes are displayed in the Notes field in the Requirements section of the individual's record.
AK RequirementAdminNotes Notes specific to the imported requirement. These notes are visible only to users who are granted Individual Requirements > View Admin Notes permissions. The actual text of administrative notes is displayed in the Admin Notes field in the Requirements section of the individual's record.
AL RequirementMethodID Code that identifies the requirement method to the SEP system.
AM RequirementExternalID Code that references the requirement in an external system. The field is important for maintaining referential integrity between the two systems (SEP and the third-party provider).
AN RequirementExternalSource Identifies the outside system from which an individual's requirement data was obtained.

Import File Configuration

For a given individual, the import file can include the following:

  • Profile data only

OR

  • Profile and assignment data

OR

  • Profile, assignment, and requirements data data. 

For an import to be successful, the file must be configured correctly. When configuring the file, refer to the instructions below.

  • If you have an individual for which you only need to add profile information through an import, enter their profile data in columns A through X. Leave columns Y through AE and columns AF through AN blank. Refer to Row 1 in the previous illustration.
  • If you have an individual for which you need to add information for a single assignment through an import, enter their profile data in columns A through X. Then in the same row, enter their assignment data in columns Y through AE. Refer to Row 2 in the previous illustration.
  • If you have an individual for which you need to add information for a single assignment and requirements through an import, enter their profile data in columns A through X. In the same row, enter their assignment data in columns Y through AE and their requirements data in columns AF through AN. Refer to Row 3 in the previous illustration.
  • When ready to add information for another individual, move to the next row in the import file and enter that individual's profile information in columns A through X.  The import process recognizes a new record when it reads the data in columns A through W (the profile fields).
  • If you have an individual for which you need to import information for multiple assignments, you must enter the each assignment's data into a separate file. Follow this process:
    1. For the first assignment, enter the individual's profile data in columns A through X. Then, in the same row enter data for an assignment into columns Y through AE . Finally, if you are also importing requirements data for the assignment, enter it in the same row into columns AF through AN . On the other hand, if you are not importing requirements data, leave columns AF through AN blank.
    2. For each subsequent assignment, repeat the aforementioned process in a separate import file.

Creating a File from Scratch or Using an Existing File

If you want to create a new file or have an existing file that contains profile and/or assignment data for individuals, you can import it into SEP. To prepare the file, refer to the information provided under Organization File Requirements and User File Configuration. Be sure to name the columns in your spreadsheet file with the column labels shown in the file requirements table.

If your existing file has more columns than those listed in the previous table, you do not need to remove them. The import process ignores any extra columns. 

Important: If you are updating an existing profile, values in the import file overwrite existing values. On the other hand, if the import file has a blank value in a field, the existing value in the corresponding field is not overwritten. For example, if both the import file and the existing profile have a value in the Date of Birth Field, the value in the import file overwrites the data value in the existing profile.

Using the ParishSOFT Template

Using the ParishSOFT import template helps ensure that your data is imported correctly into SEP. Follow these steps to use the template file to import your data into SEP.

Important: In the template file, do not edit column names. Do not delete any columns.

  1. On the Home page, click the Individuals tile to open the Individuals page.
  2. In the toolbar, click import button.png (Import Individuals).
  3. In the upper-right corner, click +Add.png.
  4. From the Add Individual Import window click download template.png. The system downloads the IndividualImportTemplate.csv template file.
  5. Follow your browser's process for opening downloaded files.
  6. Enter your data into rows in the template. Refer to the File Requirements table if necessary.
  7. Save the file with a descriptive name and note the location where you saved it.

Importing Records of Individuals into SEP

When ready to import your records, complete the following:

  1. Open the import file, review the data, and make changes if necessary. Re-save the file.
  2. On the Home page, select Individuals to open the Individuals page.
  3. Click import button.png (Import Individuals) to open the Import Individuals page.
  4. In the upper-right corner, click +Add.png.
  5. In the toolbar, click import button.png (Import Users).
  6. Click browse.png.
  7. Find the import file on your computer, select it, and then follow your browser's process to upload files.
  8. The system checks the file to ensure that it contains records and that it is a CSV file.
    1. If the system finds an error, it displays a message prompting you to fix the problem. Fix the issue and re-save the file. Then, repeat Steps 2 - 5.
    2. If the system finds no errors, it displays the name of the file you selected. Go to Step 7.
  9. Click import.png.

Find the import file on your computer, select it, and then follow your browser's process for uploading files.

The system maintains a full history of imported requirements data in log files. For instructions on viewing these files, go to View Import History.

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