Once your import file has been completed using the template downloaded from AWARDS (as detailed under Preparing an Import File), the next and final step in the import process is to validate the data in that file, and then to import it once it has been confirmed as valid.  To do so, complete the following steps from the AWARDS Home screen:

1. Click Administration from the left-hand menu, and then click System Setup.  The System Setup fly-out menu is displayed.
2. Click ImportTools.  The ImportTools menu page is displayed.
3. Navigate to the appropriate tool for the type of data to be imported:

  Client Identifiers - Click Client Identifiers ImportTool.

  Client Roster - Click Client Roster ImportTool.

  Contact Log - Click Contact Log ImportTool.

  Diagnoses - Click Diagnosis ImportTool.

  Employees - Click Employee ImportTool.

  Entitlements - Click Entitlements ImportTool.

  Hospital - Click Hospital ImportTool.

  Hospitalization Episodes - Click Hospitalization Episode ImportTool.

  Incidents - Click Incident ImportTool.

  Medications - Click Medications ImportTool.

  Procedures - Click Procedures ImportTool.

  Program - Click Program ImportTool.

  Program Status - Click Program Status ImportTool.

  Referral Agencies - Click Referral Agencies ImportTool.

  Service Referrals - Click Service Referral ImportTool.

In each case, the ImportTool Import New File page is displayed.  Continue with step 4.

  NOTE: Screenshots in the steps that follow capture the validation and import process using the Entitlements ImportTool; however, the process is the same for each. Only page names and the data details displayed on them will vary.

4. Click Choose File.  The Open dialog box is displayed.
5. Navigate to the location on your computer in which the import file is saved, select that file, and then click Open. 

  TIP: Note that you can only choose one file at a time. If you select a second file of the same type before the import process is completed for the first file (using the steps that follow), it will overwrite that previously chosen file.

6. The ImportTool page is re-displayed with the name of the selected file now shown at the right of the Choose File button.
7. Click VALIDATE FOR IMPORT.  The import report process page is briefly displayed, at which time you may choose to use either of the following options, if needed:

  Send to AWARDS Messages - Click to have the results sent directly to your AWARDS Messages inbox when the data validation is complete.  When this option is used you can choose to navigate away from the processing page at this time, or to wait for the validation to complete and proceed with the steps below.

  Cancel Report - Click the cancel the validation process.  The validation will be stopped and you will be returned to the ImportTool Import New File page.

If neither of these options is clicked, the validation process proceeds and, when it is complete, the ImportTool Data Validation page is displayed.  This page contains up to two tables of data - one for valid records (those whose completeness and validity have been confirmed by AWARDS) and one for invalid records if any (those for which AWARDS has determined there is missing or invalid data).  Each record in your import file will be listed in one of these tables.

Click the + icon next to a section of data to view the specific data details for each.

  TIP: To export the details of any invalid records to Microsoft Excel for further review and analysis, click the Excel File: Invalid Records link at the top of the page.  A PHI Download Alert is displayed, reminding you of your obligation to properly handle any confidential data and/or protected health information (PHI) within the download in accordance with related government regulations and agency policies.  After reading the alert, click OK to acknowledge it and proceed with the export, or Cancel to return to the previous page.

If all records have been validated and are listed in the Valid Records table, continue with step 8 to complete the import process.

If there are invalid records, first use the detail provided next to each record in the Invalid Records table (or in the linked Invalid Records Excel file) to correct the data in your import file.  Once you have done so, repeat the steps above to validate and import the corrected file.

IMPORTANT! AWARDS will not prevent you from proceeding with step 8 - the file import - even if there are invalid records; however, in such cases only the records deemed valid will be imported into AWARDS.

8. Click IMPORT. The import report process page is briefly displayed, at which time you may choose to use either of the following options, if needed:

  Send to AWARDS Messages - Click to have the results sent directly to your AWARDS Messages inbox when the data validation is complete.  When this option is used you can choose to navigate away from the processing page at this time, or to wait for the validation to complete and proceed with the steps below.

  Cancel Report - Click the cancel the validation process.  The validation will be stopped and you will be returned to the ImportTool Import New File page.

If the import is allowed to proceed and/or the Send to AWARDS Messages option is used, all valid records are imported into AWARDS and the ImportTool Import Confirmation page is displayed.  Click the + icon next to "The following records:" table to view the specific data details for each imported record.

The process of validating and importing data is now complete.

IMPORTANT! In the event that the completed import was a client roster import and was done for an HMIS program, education level data will not have been imported into AWARDS regardless of whether it was specified in the import file (as noted under Preparing an Import File). At this time please remember to manually open each client's record in AWARDS and document his/her values for that data variable.

  https://demodb.footholdtechnology.com/help/?11937