How to Import User Records
This topic shows you how to import user records from an external data source into SEP. If you have a number of 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 user records into SEP
Permissions
You must have Users > Import Users permissions to add import users into SEP.
Preparing a File for Import
You can create your own import file from scratch or modify an existing file that contains your user 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 user 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 Users |
||
|---|---|---|
|
Cell |
Column Name |
Description |
|
A |
FirstName |
User's first name. |
|
B |
LastName |
User's last name. |
|
C |
DateOfBirth |
User's date of birth. Enter the date in mm/dd/yyyy format. |
|
D |
|
User's email address. |
|
E |
PhoneNumber |
User's telephone number. |
|
F |
UserName |
Name that identifies the user and (along with a password) enables them to log in to SEP. |
|
G |
RoleId |
Identifies the user's permission role. |
|
H |
OrganizationIds |
Organization identification number. A user can be associated with more than one organization. When entering multiple organization IDs, enter them into the same cell and separate them with a comma, for example: 21, 345, 2664. |
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 user 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 user data is imported correctly into SEP. Follow these steps to use the template file to import your user data into SEP.
Important
In the template file, do not edit column names. Do not delete any columns.
- On the Home page, select Settings to open the Settings page.
- Select the Users tile to open the Users page.
- In the toolbar, click
(Import Users). - In the upper-right corner, click this button:
.
The system downloads the UserImportTemplate.csv template file.
- Follow your browser's process for opening downloaded files.
- Enter your user 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 User Records into SEP
When ready to import your user records, complete the following:
- Open the import file and review the data, making changes if necessary. Re-save the file.
- On the Home page, select Settings to open the Settings page. Then, select the Users tile to open the Users page.
- In the toolbar, click (Import Users).
- Click
. - Find the import 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 2 - 5.
- If the system finds no errors, it displays the name of the file you selected. Go to Step 7.
- Click
.
The system processes the file, and then notifies you when the import is successfully completed.
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