Batch Upload Tips:
- Check Securities. Is this an action you can take in ETO? Do you have proper securities to allow you to record/edit/update Touchpoint or participants?
- Start Fresh. Download a fresh template for Batch Uploads. Copy and Paste data without formatting,
- Double Check Data. Complete all required fields, duplicate check information, make sure dates are accurate, double check data
- Test. Upload 1-2 rows of test data to ensure a proper upload
- Upload. We do not recommend uploading over 600 rows at once. Larger files may take longer to process.
This option will allow you to update families that already exist in ETO software or create and insert new families into ETO.
New Families will require one batch upload that contains only one member of the family. This will generate the Family ID. From there, you can perform additional batch uploads to add other family members to the system and family.
Already Existing Families can be added and updated with one upload as the Family Site ID already exists.
Duplicate Check Settings will be respected in Family Batch Uploads the same way they are respected on View/Edit Families and Add New Families pages.
Creating a New Family
Upload one file with one participant for every family. Family ID will be black on this template as the family has not been created. When creating the Family with batch upload you can use new or existing participants, just be sure the duplicate check settings and demographics are in place to trigger the match.
Adding Participants to a Family
Upload a second file with all the participants (new or existing in ETO) to the Family. The Family Site ID and Family Name map the participants to the same family. The duplicate check settings and demographics identifies participants already in ETO.
You can update participant program start / end dates with the Batch Upload. You can only update current records. You can start new program enrollments or end open enrollments. If you are not making any updates to program enrollment, you can delete the program information columns from the file to avoid confusion.
Step 1 – On the navigation bar, click on Site Administration. Then select Batch Upload.
Step 2 – Under the Create Template heading, select Participants in a Family from the drop-down and then click Continue.
Step 3 – Check the box(es) associated with the program(s) that you wish to upload and then click Generate Template.
Step 4 – A prompt will appear. Select Open to open the spreadsheet template.
Step 5 – If a security warning occurs, click Allow.
Some Notes On Creating a New Participant in a Family Template
- A spreadsheet will open with columns based on the standard and custom demographics that are enterprise/site-wide and the applicable program-specific demographics that are enabled for the program(s) you selected from the checklist.
- Required demographics are also required for an upload to go through.
- There will also be three additional fields in the template document: Program Name, Program Start Date, and Program End Date. These fields are used to enroll/dismiss participants from a program.
- For family batch uploads, fields for Family Name, Family ID, and (Family) Relationship are included in the template.
- Relationship is not required (contains choices customized with the Manage Feeder Tables feature).
- Note that there is no way to distinguish which participant is the Head of Household.
- Family Name is the field that will link the participants together as family members and will become the actual name used in ETO software to identify that family.
- This is is required.
- The default naming strategy for Family Names is first name last name of the Head of Household (e.g. George Johnson Family).
- If another spreadsheet containing data for upload already exists, you may want to reference the template and copy and paste matching columns headers to help simplify the upload.
- The file being uploaded may be saved at any time; be careful to remember where it is saved.
- The file can be renamed based on the user's preference.
- Valid file types for use with the Batch Upload feature are .csv, .xls, and .xlsx.
- Note that if the .csv is the selected file type, commas cannot be included in the file (use find/replace to eliminate commas).
Step 6 – Click Go Back on the Create Upload Template page.
Step 7 – Under the Upload File heading, select Participants in a Family from the drop-down.
- This is where the actual file upload will start.
Step 8 – Click the browse button next to File to find the file on your local hard drive. Highlight the file and click open. The file you selected will show up in the box next to the Browse button. Click Continue.
- Valid file types are .csv and .xlsx. No other file types are allowed. If you chose a file of an invalid type, you will get an error message.
- It is important that the data to be uploaded is in the first worksheet. Only the data in the first worksheet will be uploaded.
- For example, if there are 3 worksheets (which is often the case), the one farthest to the left is considered to be the first worksheet. Only the data on this worksheet will be uploaded.
- The name of the worksheet does not matter.
Some Notes On the Match Fields Page
- The Match Fields page shows all of the fields in the first row of the file on the left side.
- On the right side are drop downs with all of the standard and custom demographics for your enterprise, site, and all programs across the site.
- Whenever possible, the ETO software demographic field names will be matched to the file field names automatically. It is important to check that the matching is done properly though by looking at each pairing.
- In the drop down a * denotes a required field. These fields are required in ETO and you will not be able to upload a file without these columns.
- If an upload is attempted with a file without one of these fields, an error message will generate that lists the missing required fields.
- All custom demographics are noted with a C in order to distinguish them from the standard demographics.
- Any program-specific demographics will have the program name listed next to the demographic name.
- It is ok to have fields (columns) in your spreadsheet that are not intended to upload, but these fields must be set to Ignore or a message will generate in red that “This field is required.”
- Program Enrollment is not required. However, if a Program Name is selected to be uploaded then a Program Start Date or a Program End Date is required.
- Conversely, if Program Start Date or a Program End Date is selected then Program Name becomes required.
- A participant must have a Program Start Date (in ETO or in the upload file) if a Program End Date is included for upload.
- This page will “learn” matches over time.
- For example, using the column header/file field name Race matches the ETO software demographic field name Ethnicity. The next time you come to this page, that match will be remembered and automatically filled in.
Step 9 – Make sure all fields are matched or set to Ignore. If not, match them from the drop-down and then click continue.
- Clicking Start Over will take you to go back to the main page and any work will be lost.
Step 10 – Select how your would like batch upload to handle conflicts where records from your uploaded file overlap with existing program enrollments.
- Selecting do not upload program enrollment information ignores any program enrollment information that conflicts/overlaps with what is already in ETO. Batch upload will act as if Program Name, Program Start Date, Program End Date, and Dismissal Reason were all left blank.
- Selecting overwrite existing ETO records will look at all the enrollments for which there is at least 1 day of overlap with the range provided in the upload file. It will delete all of these records and replace them with a single enrollment. This enrollment will have the first start date and the last end date. If the end date for any of the enrollments was blank, the participant will still be active in the program.
Step 11 – Select an if all information or only missing information is uploaded into ETO from your file. Then click Continue.
- Selecting use my file to update all demographics in ETO software will overwrite any demographic fields in ETO with values in the file.
- Selecting use my file to only update ETO software demographics where they are blank will only update demographic fields if the value in ETO is blank or null. Otherwise the value in ETO will be left unchanged.
Step 12 – Any errors are displayed where a field cannot be mapped to a list of choices and also when a field has a data error. It will list the number of records that if affects and provide the opportunity to fix this or not upload the records.
In the following example, invalid zip codes are listed. These zip codes likely started with a zero, which was dropped by Excel. To troubleshoot in this scenario, format the column so the cells are special numbers with the type zip code. The user has the option to enter accurate zip codes (or whatever the accurate data would be depending on the field) or the user can select Do Not Upload, which means no data would be uploaded for all of the records that are affected by this.
- As another example, say that on the Match Fields step, the ETO demographic field “Do you have Insurance?” was mapped to “Insurance.” It seems like this was an incorrect match since it appears that the records in the file show insurance providers. Since this will affect every record, it is probably best to start over and not upload the insurance field or change the mapping to a more appropriate field. It is required to select a choice from the exclusive choice drop box, or an error message will generate.
- The Data Type mismatches appear at the bottom of the page. Potential reasons for mismatch include: required fields that have not been entered, fields in the wrong format (such as a numeric element that includes letters or unacceptable symbols, or dates that do not include month, day, year, or a zip code or SSN with too many or too few numbers). The reason is stated in addition to the number of records affected. The correct value can be entered into the Correct Value text box. If the box is left blank then any rows affected will not be uploaded. Clicking Continue will begin the upload for all rows that have no errors in them.
Step 13 – A confirmation message will let you know that your batch upload was successful. Click the Finish button to complete the batch upload.
- If the uploaded file is particularly large, a message will generate which states that a file was submitted to another server for processing. This could mean the file will be scheduled to run during more idle times, such as overnight.