Brevity Lite Data Import and Export function

This page guides you through the data import and export functions within the Lite version of the Brevity Care application.

These are the topics in this page

Introduction

This topic covers the import and export of data within the Lite version of the Brevity Care application.

Importing Data

Brevity request that when you are using the import template that you do not alter the first line of the import file as this contains the field information used in the mapping of record data. Altering this information will prompt a manual mapping of your data and possible mapping errors.

Brevity provides your organisation with the flexibility of being able to import data into the application for the majority of the generic records as well as any record sets that are customised for your organisation.

The import template will provide you with a listing of the data fields that are contained within the data table.

The following table lists the generic record sets that provide you with access to an import 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

Import template

Quote

lead.csv

Client

Client groups

Service Providers

Service Schedule Template

Invoice Batch

Funding Claim

Incident

clients.csv

clientgroups.csv

accounts.csv

servicescheduletemplate.csv

invoicebatch.csv

incident.csv

Employee

Timesheets

Service Schedule

Training

Availability

Incident

availability.csv

To undertake a data import from a nominated template, you will need to download applicable template associated with the data table that will receipt the imported records.

Downloading the template

To download the data template applicable with the table that is to to be updated with your records, observe the following steps:

Access the the applicable record list page, for example to update your brevity software with client information you will 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 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.

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` `Invoice Batch` `Funding Claim` `Incident`	`clients.csv` `clientgroups.csv` `accounts.csv` `servicescheduletemplate.csv` `invoicebatch.csv` `invoicebatch.csv` `incident.csv`
`Employee`	`Employee` `Timesheets` `Training` `Availability` `Leave`	`user.csv` `timesheets.csv` `training.csv` `availability.csv` `Leave.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.