Large amounts of personnel records can be added to ICPAM using a comma separated value (CSV) file. A CSV file can be extracted from all common database vendors. This is the recommended method for the initial transfer of records into ICPAM.
Review the following notes before creating EDI projects:
· To avoid system delays, do not import more than 5,000 personnel records at a time. If necessary, create multiple import files of less than 5,000 records each, and then import each file.
· Personnel records are unique based on the ID number of the record. If a record is imported with the same ID number, then the current record is overwritten with the new data.
· When organization and department values are included in an imported personnel record, those values must already exist in the ICPAM configuration. Add the Organization values by manually creating them or through a data import. See Editing Organization and Department Lists for more information.
Once a personnel CSV file is extracted from a database it can be added to ICPAM using the following process:
Step 1 Enable the CSV personnel import wizard.
a. Select System Configuration in the Admin menu.
b. Select the Personnel tab.
c. Select the check box for Use CVS personnel import wizard.
d. Click Save.
e. Log out and log back in to the ICPAM application to activate the changes (select Logout from the Options menu).
Step 2 Select Personnel from the User menu.
Step 3 Select CSV Import Wizard... from the Add... button's drop-down menu.
Step 4 On the File Selection page, select the file to import into ICPAM, as shown in the figure above.
a. Click the Browse... button and locate the CSV file.
b. If the CVS file includes data for a header row, click to check the File has a header row box.
c. Select a file for Rejected records output file.
d. Click Next.
Step 5 In the Column Configuration window, the top window contains entries from the CSV file with generic column headings such as Column 1, Column 2, etc. The bottom left-hand window displays the currently select column number in the CSV file and the name of the CSV field.
Note The header row entry will be blank if the File has header row check box is not checked in the previous step. The bottom right-hand of the window, labeled Import as: contains field names from the ICPAM database.
Step 6 Assign an ICPAM field for each CSV field to be imported. Personnel records are unique based on the ID number of the record. If a record is imported with the same ID number, then the current record is overwritten with the new data.
a. Select a CSV column in the top window. By default, Column 1 will be selected, as is shown by the diamond symbol to the left of the column name.
a. Select the Import as field in the lower right-hand window. This defines the ICPAM field that corresponds with the selected CSV field.
b. Assign all CSV columns to an Import as field.
c. Click Next. The Next button is not enabled until all CSV fields are assigned.
Note Personnel photos in the .jpg format can be imported. The CSV field assigned to the ICPAM photo field must contain the name of the photo file. In Windows, if a fully-qualified path is not specified in the CSV field (e.g. c:\photos\123456789.jpg) then the location of the photos is assumed to be on the desktop (e.g. C:\Documents and Settings\Desktop\123456789.jpg).
Step 7 In the Preview window, verify the records and fields before importing.
· New Records and Updated Records tabs: Select or deselect the check box to include or exclude the personnel record from the import.
o Click View to display a preview of the imported personnel record that will be created.
o Click Back to revise the settings if necessary.
· Invalid Records tab: displays personnel records that cannot be imported, including the reason for the failure.
o Click Export to save the invalid records to a CSV file so they can be modified and re-imported.
o The export file is defined in the File Selection screen (see Step 4). Click Back to revise the settings if necessary.
Step 8 Click Finish to complete the import and add the personnel records to the system.
See also:
Configuring Personnel and Badges