The External Upload functionality in AWARDS allows individuals to log into an AWARDS CoC database (for example, NYCHMIS) and to import CSV files there that were not created in an AWARDS database. Instructions on this process are provided below, as are tips and frequently asked questions.
To perform an external upload, complete the following steps:
AWARDS Home > Administration > System Setup > HMIS Data Export > Import
AWARDS Home > Upload Data (only available if you have been assigned the "HMIS CSV Importer Limited NYC Menu" permission by Foothold Technology)
TIP: If you are uploading a zipped file of 22 files including client data, choose "Full Import." If you are uploading only the files relating to the project data and HMIS bed inventory, select "HIC" (Housing Inventory Chart).
You are not authorized to do a Delta Import - Indicates that the CSV files you have tried to upload have an Export Directive of "1" for "Delta Refresh." If you believe you should be authorized to do a "Delta Refresh," please ask your database administrator to contact the Help Desk and request that you be given the HMIS CSV External Uploaders - Delta Refresh permission. If you believe you should instead be doing a "Full Refresh," please be sure that the Export Directive in your Export.csv file is changed to 2.
The project [project name] only allows full refresh exports - Indicates that the CSV files you have tried to upload have an Export Directive of "1" for "Delta Refresh" and that the program settings prevent that type. To complete a "Full Refresh," please be sure that the Export Directive in your Export.csv file is changed to 2. If the program should instead be authorized to do a "Delta Refresh," please ask your database database administrator to change the Allowed CSV Import Types option under System Setup > Agency Program Information > Add/Edit Entire Program > Optional Settings to reflect that.
The project [project name] is not found in this database. Please contact.... - Indicates that you will want to coordinate with the system administrator to make sure that either you change the Project Name in your upload file, or that the system administrator creates/changes the project name in the database, as needed.
The process of completing an external upload is now complete.
PersonalIDs in the Client.csv File
AWARDS expects that you keep the PersonalIDs in the Client.csv file unchanged between imports. If you do change the PersonalIDs, your upload may create duplicates and you may receive an error message. Contact the Help Desk if you need help understanding a specific error message.
How do I designate an upload as being a "Full Refresh" versus a "Delta Refresh?"
In the Export.csv file, the Export Directive field is set to "1" for "Delta Refresh" and "2" for "Full Refresh."