Populating the import file for your external program is not difficult but it does require some attention to detail, and there are a few rules you will need to keep in mind.
The file will always contain these standard, required columns:
| record_id |
If each record in the data set has a unique ID used to identify it, enter that value in this column. If you do not have a record ID then you must manually assign each one a unique ID. If you duplicate a record_id at any time, the historical data for that record will be overwritten.
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| hierarchy |
Each record you are importing must be associated with a node in your hierarchy. When possible, it is recommended the records are associated with a location node. Records can be imported to a generic node, however, if the generic node has child nodes under it, you will only be able to view the individual record reports using the Table > Records view in IQ. You will not be able to drill down to the individual record report in the same way that you normally would. You will need to download your hierarchy to obtain the ID/code for your hierarchy nodes. If you are not sure how to download your hierarchy, contact our help desk for assistance. |
| date_received |
The date_received column can be used to enter a visit date, audit date, etc. If your records require multiple date fields you can add a Date question to import those dates also. In your import file, change the format of the date_received column (and any Date question columns) to "text", and enter the date(s) for each record in the following format: YYYY-MM-DD |
In addition to the standard, required columns, the template you downloaded to create the file for importing your external program data will also contain columns for all the questions on your form.
- If any of the questions on your form are marked as required, your import file must contain data for those questions.
- The data for each question must match the Data Type (String or Numeric) specified on the question.
Date, Text, and Single Select question types will each have one column.
| Date |
In your import file, change the format of the Date question column(s) to "text", and enter the date(s) for each record in the following format: YYYY-MM-DD |
| Text |
Input the text for each record in the column. |
| Single Select |
Using the Answer Value you assigned to each answer response for the question, indicate which answer applies for each record in your file. |
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The Multi Select question type will have columns equal to the number of answer responses for that question.
| Multi Select |
Using the Answer Value you assigned to each answer response for the question, indicate which answers apply for each record in your file. Always begin entering the values in the first column for the Multi Select question; if more than one answer applies for a record, enter the next Answer Value in the next column, and so on. |
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When all your data has been input, save your file. You are now ready to upload the data for your external program!
If you require any assistance preparing the import file your external program, do not hesitate to reach out to our Help Desk for support.
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