Importing Engagement Data

Users with the appropriate permissions may import engagement data into RizePoint from an Excel spreadsheet. However, the application expects the data to be formatted in a very precise manner. The order of the columns in the spreadsheet, as well as the column headings, must match exactly the order in which data is stored within the application. Separate multiple entries in a cell with a comma.

Users with the LIMIT IMPORT/EXPORT permission may only import/export locations to which they have access, either directly or indirectly. When importing a new location, the user must also have access to the management level in which the new location resides. Otherwise, the import procedure will fail. Users with this LIMIT IMPORT/EXPORT permission can ONLY import locations; they cannot import management records nor users.

To ensure the data is formatted correctly:

• Export data from an existing dataset and open the resulting text file in Excel
• Copy the column headings into a new spreadsheet and create a template
• Build your new data into this new template
• Import the spreadsheet back into the same version of the application

When the new data from the spreadsheet is imported, all data and column headings are in the proper position.

To export the data

1. Go to System > Import/Export.
2. Click the EXPORT link of the engagement set (Locations, Users, etc.) that you want to export.
   
   

   Since you're not modifying any of the data, you won't need to lock the dataset. The reason for exporting the dataset is merely to copy the headings to ensure that the data in the spreadsheet matches exactly the data that is expected when the spreadsheet is imported.

3. Click the EXPORT button.
   
   
4. In the download dialog, click SAVE to save the exported dataset. The dataset is saved as a Unicode text file.

When opening exported data in Excel, you may want to make sure that all cells are formatted as TEXT. Otherwise, Excel may incorrectly interpret the data. For example, if a field contains 2-3, Excel may convert that to a DATE format, and display it (and store it internally) as Feb-03. Then, if the spreadsheet is saved and later imported back into RizePoint, you may lose data by importing invalid values. Open a blank spreadsheet in Excel. Click in the top left margin of the spreadsheet to select all cells. From the Format menu, select CELLS. Select TEXT on the Number page of the Format Cells dialog. Click OK. Drag-and-drop the text file on to the blank spreadsheet to open it -- OR -- Open the Unicode Text file in Notepad, then copy and paste the contents into Excel.

Roles can be exported from RizePoint into Excel, allowing administrators to easily view the permissions and other attributes associated with each role. However, this dataset cannot be imported back into RizePoint. This feature is provided simply as an additional means of role management.

To create a new dataset template

1. Open the text file in Microsoft Excel. (First open Excel, then drag-and-drop the text file into a blank spreadsheet, or open the file as a Delimited-Tab text file.)
2. Copy the entire first row. This row contains the required column headings.
   
   
3. Open a new Excel document, and paste the first row of the exported dataset (currently on the clipboard) into the first row of the new document.
   
   

   Before you enter any data into this spreadsheet, you may want to save a copy to use as a template. You can then use this template again later to import this type of data into the same version of RizePoint. Because column headings and fields may differ in various versions, you should always create a new template if you change to a newer version of the application.

4. Use the template to build your dataset. Always separate multiple entries in a cell with a comma. Also, make sure the spreadsheet includes the required data. If data is missing from a required field, the dataset will not import successfully.

   When importing Location and Management data, it is important that if your Location or Management spreadsheet contains a value in the UserID field, that user must already exist in the system to which you are importing. Otherwise, an error will occur. You may be able to avoid this situation by importing User data before importing Location and Management data.

   • LOCATION datasets require data in the following fields:
     • Location ID
     • Location Name
     • Active/Inactive status (1=Active, 0=Inactive)
   • MANAGEMENT datasets require data in these fields:
     • Management ID
     • Management Name
     • Level ID
     • Root ID
   • USER datasets require data in these fields:
     • User ID
     • First Name
     • Active/Inactive status (1=Active, 0=Inactive)
     • AdminNotifications status (1=Yes, 0=No)
     • SuperUser status (1=Yes, 0=No)
       The value of all new users, by default, is "0" and cannot be changed in the system by simply changing the value here. For example, entering a value of "1" does not make this user a Super User. Enter a "0" (zero) in this field for all new users you're importing. If you require Super User status for a user, you must contact RizePoint to make this change. Keep in mind that users with a Super User status (setting = 1) have access to ALL DATA IN THE SYSTEM, so this status is generally reserved for the System Administrator only.
5. Save the Excel spreadsheet as Unicode text.

When working with Location engagement data, the text you enter in the Time Zone column must appear exactly the same as the Time Zone entry contained within the Windows registry. If you're not certain of how this entry should appear, leave the Time Zone column blank. When this field is left blank, the time zone of the server is assigned by default when the Location dataset is imported. If necessary, you can then re-assign the Time Zone setting from within the application.

To import the new dataset into RizePoint

1. Go to System > Import/Export.
2. Click the LOCK link of the dataset you want to import. An IMPORT link becomes available.
   
   

   To avoid the possible loss of data, you must always lock a dataset prior to importing new data. This prevents other users from modifying the existing dataset while the new data is being imported. (Note: The ROLES dataset cannot be imported into RizePoint; therefore, no LOCK link exists for this dataset.)

3. Click the IMPORT link.
4. Click the BROWSE button to locate the new text file, then press OK. (Use the RESET button to clear the field, allowing you to navigate to a different file.)
5. Click SUBMIT. A message confirms the successful import procedure and displays the number of files that were uploaded.