Importing CSV Files 2.0

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