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Known Issues & Current Status

Importing CSV Files 2.0

  • Updated

 

Types of Data That Can Be Imported

  • Household/Participant Information
  • Income
  • Case Notes
  • Enrollments, Services, and Outcomes
  • Organization Information
  • Expenditures

Steps to Import Data

  • Prepare an Import File

    • Use an Excel/CSV file with required data.
    • Download sample files from the Data Import/Export tab under Imports → Download Sample Files.
    • Review file definitions to ensure required fields are included.

  • Required Fields for Household Participant Import

    • HouseholdID (Unique number for each household)
    • ManualOverride (Usually “No”; Do not leave blank)
    • ParticipantID (Unique number for each participant)
    • SSNumber (Full 8 digits or last 4 digits)
    • ParticipantStatus (Usually “Active”; Do not leave blank)
    • HeadofHousehold (One per household; must be “Yes” for one member, “No” for others)
    • PAddrType (Usually “Physical”; Do not leave blank)
    • PhysicalAddrPrimary (“Yes” or “No”; Do not leave blank)

  • Uploading the File

    • Go to Data Import/Export → Imports
    • Choose the File Type (e.g., Household Participants)
    • Select the prepared import file and click Upload

  • Processing Stages

    • Status column will go through:
      • Auto-Import Queued
      • Pre-Validation
      • Validation Complete
      • Auto-Import Complete
      • Complete

  • Handling Errors & Logs

    • If an error occurs, a blue information icon will appear in the status column.
    • Click View Log to review details about imported records, skipped records, and errors.
    • Common Issues & Fixes:
      • Missing Data: Example: If Education Level is missing, add it in Admin → Managed Items → Managed List Items, then re-upload.
      • Incorrect Column Count: Remove unnecessary columns from the file before re-uploading.
      • Duplicate Head of Household: Ensure only one participant per household is marked as "Yes" for Head of Household.
      • Duplicate Participants: Check logs for duplicate warnings, verify household assignments, and merge records if necessary.
      • Import ID Conflicts: Ensure correct Import ID is retained in the file to prevent duplicate participant creation in future imports.

  • Managing Household & Participant Updates

    • Fields such as housing status, family type, name, SSN, DOB, contact details, and address can be updated via CSV import.
    • Address updates will only occur if required address fields (Address1, City, Zip, State) are included.

  • Additional Imports

    • Enrollments, Income Snapshots, Case Notes, and Staff information can be imported using their respective templates.

  • Support

    • If issues persist, contact empowOR Support for assistance.

Import Log Messages

Participant Messages

  • "New Participant created and added to Household"
  • "Participant matched existing Participant and Household, no action"
  • "Participant matched existing Participant and was added to Household"
  • "Participant matched existing Participant" (should not occur)

Participant Import Status

  • New
  • Duplicate
  • Potential Duplicate

Household Messages

  • "Majority of Import Household Participants matched existing Household ___, Import Head of Household updated to match existing"
  • "New Household Created"
  • "Majority of Import Household Participants matched existing Household ___"
  • "Import Head of Household already exists in empowOR and is the only Import Participant in the Import Household, no action taken"

Household Import Status

  • New
  • Duplicate
  • No action taken

Updating Participants & Households via CSV Import

Certain fields can be updated if they are null (empty) in empowOR, including:

  • Personal Details: First Name, Middle Name, Last Name, Suffix, DOB (only if previously estimated), SSN, Alternate ID & Type
  • Contact Information: Email, Phone List & Type, Phone Extension
  • Demographics: Gender, Race, Ethnicity, Languages, Disability Status, Health Insurance, Marital Status, Education Level, Veteran Status
  • Employment & Citizenship: Employment Status, Participant Status (only if a value is present in the import), US Citizenship
  • Household-Specific Fields: Housing Status, Family Type

Address Import Rules

  • A new non-primary address is added if no unarchived matching-type address exists in the household.
  • A match is determined by the same City, Zip, and the first 5 letters of Address1.
  • Addresses will NOT be imported if missing Address1, City, Zip, or State.

Address Fields for Import

  • Physical Address: Primary Status, Address1, Address2, City, State, Zip, County, Date
  • Mailing Address: Primary Status, Address1, Address2, City, State, Zip, County, Date

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