How to Import Profile, Assignment, and Requirements Data 

This topic shows you how to import profile, assignment, and requirements data into the records of individuals. If you have a number of records to bring 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

Preparing a file for import

File requirements

Import file configuration

Creating a file from scratch or using an existing file

Using the ParishSOFT template

Importing records of individuals into SEP

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 (A through W)
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 through AE)
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 through AE)
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. 

As indicated in the following illustration, columns A through X store profile data, columns Y through AE store assignment data, and columns AF through AN store requirements data:

For an import to be successful, the file must be configured correctly. When configuring the file, refer to the instructions below and the accompanying illustration of a sample import file:

• 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 File Requirements and Import 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 Individuals).
3. In the upper-right corner, click this button: .

The system downloads the IndividualImportTemplate.csv template file.

3. Follow your browser's process for opening downloaded files.
3. Enter your data into rows in the template. Refer to the File Requirements table if necessary.
4. 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 Individuals) to open the Import Individuals page.
4. Click .
5. Find the import file on your computer, select it, and then follow your browser's process for uploading files.
6. 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 and prompts you to fix the problem. Fix the issue and re-save the file. Then, repeat Steps 2 - 6.
   • If the system finds no errors, it displays the name of the file you selected. Go to Step 7.
7. Click .

The system processes the file, and then notifies you when the import is successfully completed.

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

 

Related Topics

About the Individuals Page

How to View Import History

 

 

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© January 31, 2024 Safe Environment Program v2.31. ParishSOFT LLC, all rights reserved. ParishSOFT grants licensed users the right to unlimited duplication of this publication for internal use only.