Importing Agents

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General Overview

The agent importer is purely a data loader in order to get agent records into SchemeServe quickly and in bulk format from a CSV file.

Video Tutorial


Locating the Agent Importer

1. Log in to SchemeServe as an administrator 2. Click on the Agents Tab 3. Click on Import Agents.

AgentImporterLocation.png


This will bring up Import Agent Records dialog as shown below with the New Import tab pre-selected.


New Import

Firstly, the imported file is added to a queue before the process has started. A User with administrator permission will be able to import Agents.

Imports can can up to 15 minutes before they start - please be patient ;-)

NewImportAgentScreen.png


The import batch can be given a name or if this is left blank the name of the file imported will be used by default. The User will then be required to browse the CSV file saved on their local machine for which the format is structured to fit the chosen scheme.


Importing Agent Records

It is important that the CSV file is structured with the correct headers. The CSV format can be downloaded from the Import Agent Records dialog via a link ‘this format’, this file is then to be populated with the required imports for importing agents.


CSV File Headers

The headers accumulated for a scheme are based on the scheme details requested for each case. Any accumulated headers are added to the default headers which are shown below.


Processing Agent Records

ProcessingAgentRecordsScreen.png


The second stage of the Import is the processing. This screen is periodically updated and can be located under the Processing Tab where the User can view the current status of each pending file along with the imports which have been uploaded by other users. Each import is not processed immediately but sits in a queue. This helps to ensure a quick process rate for each file.

The processing dialog displays the user Batch Name along with other specific information for each import, including the uploaded date of the file, progress made so far for each file, fails and warnings.



Import Progress

The following are possible statuses.

Queued, UserCancelledBeforeStart, Starting, InProgress, Stopping, CannotStart, UserAbortedAfterStart, Failed, Completed


Import Errors

The number of errors and success can be seen in the progress column. There are 2 types of errors which may occur:

Fatal errors – The number of fatal errors will be shown in the Fails column and the import will be aborted. These errors are normally due to incorrect headers in the import file, required fields missing, or incorrect data types.

Regular errors – Import will continue but some changes will not be saved. These errors are usually caused as a result of Client details being different to Client references or mandatory fields being empty.


Import Error Summary

The error can be viewed if the User clicks on the specific import on the processing screen:

ImportAgentErrorSummaryScreen.png


Error Details

By clicking on the each error link, the User can view each error in more detail. Alternatively the User has the option to download the list of errors and warnings in a CSV file.

Cases with warnings will be saved but flagged for the User. These are normally the result of similar Client names existing, invalid email addresses or the Client has been previously blocked.

ImportAgentErrorScreen.png


Abort Process

Under Action, the User has the chance to abort the import at any given time. This selection to abort a process will be confirmed by a pop up dialog.



Import Completed

The completed tab shows the summary of all the imports which have finished processing. The number of imports listed will be based on the uploaded date, which will be a month before the current date. The status of each import is shown with the number of successes, failures and warnings.


Completed Error Summary

The User can click on success, fail and warning numbers which results in another dialog being displayed in order to view the summary.

As before the User has the option to download the list of issues into a CSV file or alternatively view the errors or warnings in more detail by clicking on the links

CompletedAgentErrorSummaryScreen.png


Deleting Imported Agents

Clicking purge data will allow the import to be undone, erasing the record created by the import. In order to complete a delete for a set of imported cases, the User will be displayed a confirmation box with the import name to be deleted where he/she will be asked to enter the word DELETE in capital letters. This step is taken to ensure the User is completely aware of the action taking place as the data is completely removed from the system. There is a Delete Forever link which is the final confirmation which when clicked will take action to delete and return the User back to the completed list of imports dialog. The User can view the status of the delete which should now be set to Rollback.

DeletingImportedAgentsScreen.png