Importing Data

It is requested that the first line of the import file not be altered as it contains field information used in mapping record data. Altering it will prompt manual data mapping and possible mapping errors.

Data can be imported for the majority of generic records and for customised record types.

The import template lists the fields in the data table.

The table below lists the generic record types that provide access to an import template. For record types not listed contact your system administrator or the Brevity Support Team for assistance.

Module	Function	Import template
`Quote`	`Quote`	lead.csv
`Client`	`Client` `Client groups` `Service Providers` `Service Schedule Template` `Service Schedule Template SIL` `Client Funding` `Client Shifts` `Invoice Batch` `Funding Claim` `Invoice` `Plan Review` `Client Contacts` `Client Goals` `Incident` `Client Profile`	clients.csv clientgroups.csv accounts.csv servicescheduletemplate.csv servicescheduletemplatesil.csv clientfunding.csv servicescheduleclient.csv invoicebatch.csv invoicebatch.csv invoice.csv `planreview.csv` `clientcontacts.csv` `clientgoals.csv` incident.csv `clientprofile.csv`
`Employee`	`Employee` `Employee Shifts` `Timesheets` `Service Schedule` `Booking Resource` `Training` `Appraisal` `Staff Warning` `Availability` `Incident`	user.csv servicescheduleemployee.csv timesheets.csv serviceschedule.csv bookingresource.csv training.csv appraisal.csv staffwarning.csv `availability.csv` incident.csv
`Care Management`	`Needs Assessment` `Support Coordinator` `Service Delivery` `Plan Management Invoices` `Plan Management` `Claim Batch` `Plan Management Budget` `Incident`	needsassessment.csv supportcoordination.csv supportcoordinationservicedelivery.csv pminvoices.csv pmplan.csv `pmclaimbatch.csv` `pmplanbudget.csv` incident.csv

To import data from a template, the template for the table that will store the imported records needs to be downloaded.

Downloading the template

To download the data template for the table to be updated:

Open the the relevant record list page. For example to import client records, select the Clients > clients sub menu to open the Client list page.
Select Import in the ribbon bar to open the Import Data page.
Select the download template file link to save the file to your hard drive.

Uploading the template

We will use the the import of client data to demonstrate this activity. To import data please observe the following steps:

Select the Clients>clients sub menu to open the Client list page in to the browser.
Select the Import button located within the ribbon bar to Open the Import Data : Client page.
Select the Browse button to open the File Upload screen.
Within File Upload screen navigate to the location of the upload file, highlight it and select the Open button to close the this screen and update the Import Data : Client screen.
Select the Upload and Continue button, to proceed through to the mapping screen.
Review the data mappings and then select the Preview Data. Please note that if there are any irregularities in your mapping you will be prompted to correct.
Select the Import data button to migrate the records from your source file into the client table.

Data import format rules

When using the import.csv file there are a number of data formatting rules that need to be observed. These rules are tabulated below and apply to both new records being loaded into brevity as well as existing records that are being updated.

Data Attribute	Data Format Rule	Expected input format
`Date`	`yyyy-mm-dd`	`2020-02-27`
`Time`	`YYYY-MM-DD HH:MM:SS`	`2020-02-27 23:59:00`
`Boolean`	`1 for yes / 0 for No`	`1`
`Dropdown`	`Name of Selection`	`Bus`
`Look up Field`	`Name of the look up`	`Casual`

Updating Data

The import data template can also be used to update your records with data revisions. To do this you must ensure the record ID has been assigned into the Id column of the import file.

📱 Prior to importing data revisions we recommend that you firstly discuss this with the support desk.

Exporting Data

Data exports are based upon record views that are maintained within the individual record list pages. Each record view can be identified with unique set of data columns. By default Brevity provides our clients with the generic record views of Active record, Inactive record and All records regardless of activity status.

Clients have the flexibility to create their own custom record views through the system set up menu which can be then used as the basis for exporting your data.

For additional information on table views refer to the topic Tables, Fields, Forms and Views.

The export template will provide you with a listing of the data fields that are contained within the data view as well return a list of the records presented within that view. The records available for export will be based upon two factors (1) the criteria associated with the view and (2) any search criteria used to filter the records listed within the record listing page, as shown below.

The following table lists the generic record sets that provide you with access to an export template. For any record sets not listed please speak with your system administrator or reach out to the Brevity Support Team for additional assistance.

Module	Function	Export template
`Quote`	`Quote`	`lead.csv`
`Client`	`Client` `Client groups` `Service Providers` `Service Schedule Template` `Service Schedule Template SIL` `Client Funding` `Client Shifts` `Invoice Batch` `Funding Claim` `Invoice` `Plan Review` `Client Contacts` `Client Goals` `Incident` `Client Profile`	`clients.csv` `clientgroups.csv` `accounts.csv` `servicescheduletemplate.csv` `servicescheduletemplatesil.csv` `clientfunding.csv` `servicescheduleclient.csv` `invoicebatch.csv` `invoicebatch.csv` `invoice.csv` `planreview.csv` `clientcontacts.csv` `clientgoals.csv` `incident.csv` `clientprofile.csv`
`Employee`	`Employee` `Employee Shifts` `Timesheets` `Service Schedule` `Booking Resource` `Training` `Appraisal` `Staff Warning` `Leave` `Availability`	`user.csv` `servicescheduleemployee.csv` `timesheets.csv` `serviceschedule.csv` `bookingresource.csv` `training.csv` `appraisal.csv` `staffwarning.csv` `Leave.csv` `availability.csv`
`Care Management`	`Needs Assessment` `Support Coordinator` `Service Delivery` `Plan Management Invoices` `Plan Management` `Claim Batch` `Plan Management Budget`	`needsassessment.csv` `supportcoordination.csv` `supportcoordinationservicedelivery.csv` `pminvoices.csv` `pmplan.csv` `pmclaimbatch.csv` `pmplanbudget.csv`

We will use the the export of client data to demonstrate this activity. To export Client records observe the following steps:

Select the Clients>Clients sub-menu to open the Client List page into the browser.
Select the Client List view that will be used as the basis for the data export, example All Records, Inactive records only or Active records only.
Select the Export button from within the Client list to generate a csv file containing all clients listed within the record view.
Save the file onto a local or network drive.