The Import tool is a powerful feature that allows you to efficiently transfer large amounts of data from an Excel spreadsheet in .csv format into your Apricot database. Before using this tool, it's important to properly format and organize the data within your Excel spreadsheet to ensure a smooth import process and minimize errors, including:
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Ensuring each row contains the appropriate matching data for an individual record you want to import
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Matching column headers to the exact form field names in Apricot
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Using proper capitalization and spacing, formatting date fields
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Any other directions stated in the Import Instructions provided by the Import tool.
Once your data is ready, you can navigate to the Import tool by selecting the Administrator tab and clicking the "Imports" page under the Record Manager category. Selecting "Prepare For Import" in the Import Actions palette will guide you through the process of selecting the target form, mapping your data to the appropriate Apricot fields, and validating the information before the final import. This flexibility allows you to create new Tier 1 or Tier 2 records, update existing records, or even import links between records. If needed, you can even undo imports that have already been completed.
Notes:
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It is best practice to upload no more than 10,000 records at a time with the Import tool. Whether creating new records or updating existing records in Apricot, it is expected that the Import tool may experience issues when processing more than 10,000 records with each upload. To avoid timeout errors, this number should be lower if the Import is creating or updating Tier 2 records.
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When importing data containing special characters (such as á, Á, é, É, í, ó, Ó, ú, Ú ñ, Ñ), do not use Microsoft Excel. Use other spreadsheet/text editors such as Google Sheets or LibreOffice Calc. Certain versions of Microsoft Excel do not handle character encodings correctly, which can result in these characters displaying incorrectly in Apricot when imported.
Review the articles below to learn how to manage large-scale data changes in your Apricot database and streamline your organization's data management.
User Imports and Login Setup
When importing users into Apricot, password-related fields in the import file are no longer used for login.
The following columns are ignored for login setup:
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"Force password reset?"
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"*Password: hash"
After import, users must log in by entering their email address and selecting Forgot Password to verify their identity and create a password.
What do you need help with?
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How do I create multiple Tier 1 records with the Import tool?
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How do I create multiple Tier 2 records with the Import tool?
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How do I update multiple Tier 1 records with the Import tool?
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How do I update multiple Tier 2 records with the Import tool?
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How do I import Program Enrollment data with the Import tool?
FAQs and Additional Resources
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