How to Import Organization Records
This topic shows you how to import organization records into SEP. If you have a number of organization records to bring into SEP, the import feature can minimize data entry errors and expedite the process.
Creating a file from scratch or using an existing file
Importing organization records into SEP
Permissions
You must have Organizations > Import Organizations permissions to import organization records into SEP.
Preparing a File for Import
You can create your own import file from scratch or modify an existing file that contains your organization data. Alternatively, you can download the import template ParishSOFT provides and modify it to meet your needs. The template is in a format format (CSV) that SEP accepts. Column headers in the template identify the fields contained in the SEP organization 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 correctly and that the data in the column matches the column description.
|
Fields in the Import File for Organizations |
||
|---|---|---|
|
Cell |
Column Name |
Description |
|
A |
Name |
Name of the organization. |
|
B |
TypeCode |
Internal code assigned by the diocese that identifies the type of organization.
If a code value is specified for the organization in in Settings > Lookups > Organization Types > Code, the TypeCode value in the import file must match the organization's lookup code value. For example, if the lookup code is ELM for Elementary School, the TypeCode value in the import file for Elementary School must be ELM. |
|
C |
Region |
Group to which the organization belongs within a given geographic area for purposes of administration. |
|
D |
Vicariate |
Group to which the organization belongs within a given geographic area for purposes of administration. |
|
E |
MainContact |
Name of the principal contact person. |
|
F |
Address 1 |
Street number and name. |
|
G |
Address 2 |
Apartment number, suite, or other secondary address information. |
|
H |
City |
City name. |
|
I |
StateCode |
State name. |
|
J |
PostalCode |
Zip Code or postal code. |
|
K |
Country |
Country in which the organization is located. |
|
L |
Phone |
Telephone number. |
|
M |
|
Email address. |
|
N |
Fax |
Fax number. |
|
O |
ReferenceId |
Optional field that contains a reference value used internally by the diocese to track organizations. For example, if your diocese uses an internal numbering system to identify organizations, you can enter that number in this field. |
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 your organization data, you can import it into SEP. To prepare the file, refer to the information provided under File Requirements. Name the columns in your spreadsheet file with the field labels listed in the table.
If your existing file has more columns than those listed in the file requirements table, you do not need to remove them. The import process ignores any extra columns.
Using the ParishSOFT Template
Using the ParishSOFT import template helps ensure that your organization data is imported correctly into SEP. Follow these steps to use the template file to import your organization data into SEP.
Important
In the template file, do not edit column names. Do not delete any columns.
- On the Home page, select the Organizations tile to open the Organizations page.
- In the toolbar, click
(Import Organizations). - In the upper-right corner, click this button:
.
The system downloads the OrganizationImportTemplate.csv template file.
- Follow your browser's process for opening downloaded files.
- Enter your organization data into rows in the template. Refer to the File Requirements table if necessary.
- Save the file with a descriptive name and note the location where you saved it.
Importing Organization Records into SEP
When ready to import your organization records, complete the following:
- Open the import file and review the data, making changes if necessary. Re-save the file.
- On the Organizations page, click (Import Organizations) to open the Import Organizations page.
- Click
. - Find the file on your computer, select it, and then follow your browser's process to upload files.
- The system checks the file to ensure that it contains records and that it is a .csv file.
- 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 3 - 5.
- If the system finds no errors, it displays the name of the file you selected. Go to Step 6.
- Click
.
The system processes the file and notifies you when the import is successfully completed.
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