Types of Data That Can Be Imported
- Household/Participant Information
- Income
- Case Notes
- Enrollments, Services, and Outcomes
- Organization Information
- Expenditures
Steps to Import Data
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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.
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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)
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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
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Processing Stages
- Status column will go through:
- Auto-Import Queued
- Pre-Validation
- Validation Complete
- Auto-Import Complete
- Complete
- Status column will go through:
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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.
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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.
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Additional Imports
- Enrollments, Income Snapshots, Case Notes, and Staff information can be imported using their respective templates.
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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