To perform an external upload, complete the following steps:

1. In the CoC database, navigate to the import tool using one of the following paths:

  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)

2. On the HMIS CSV 2020 Import page that is displayed, click Browse..., and then navigate to and select your zipped set of CSV files.
3. Click the appropriate Select Import Type radio button.  

  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).

4. If you have access to multiple divisions, click the Which Division/Agency are you importing into? drop-down arrow and make a selection to indicate which agency or division corresponds to the projects you are importing.
5. Click Validate for Import.  Validation errors you may receive during the validation process include the following:

  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.

6. Address any errors received (if any) until the validation passes successfully.
7. When there are no errors click Import.  Status and confirmation internal audit messages are now set to the Messages module for your reference.

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."

  https://demodb.footholdtechnology.com/help/?12316