How-to Guide: Data Import Tool

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Overview

The Self-Service Data Import Tool is located on the Records tab. Using the tool, you can import learner profile and participation data (including registration and completion data) via a Comma-Separated-Value (CSV) formatted file.

The Data Import Tool can be added to your account at no cost. Please contact Rievent to schedule adding the import tool to your account and to provide data import tool training.

Important Data Import Tool Behavior Notes:

  • By default, records will be imported into the currently selected activity.
  • To import records into multiple activities, include an "Activity ID" column in the data, with the ID values corresponding to each activity's unique identifier. Where do I find the Activity ID?
  • Credit is not additive when importing the same record a second time. The system will replace the old credit data with the new credit amount.
  • Existing learner records are matched on the basis of email address.
  • Imported record data (including but not limited to credit data), will replace, not add to, an existing record's data, if applicable. However, existing account profile data will not be replaced by an import; existing account profile data will override imported profile data.
  • When importing registration data only (no complete dates), you must also provide the LastViewDate column in the CSV file.  The value in this field should be the exact same as the RegistrationDate field.
  • When importing registrants into multi-location live events, the EventID column is required in the CSV file. The EventID is only required if the activity has more than one event location. For single-location live events and RSS activities, it can be omitted and the importer will determine the correct event to associate the participant registration based on the Activity ID. Where do I find the Event ID?
  • When including profession, degree, secondary degree, specialty, or secondary specialty data in the import file, refer to the list of ID mappings here
  • Your "Recent Import History" will be displayed and maintained on the page for future reference.

Step 1: Formatting the Data 

Step 2: Importing the Data

Data Import Documents



Step 1: Formatting the Data 

Before importing data into Rievent, it must first be formatted to meet the upload specifications. To access the complete list of supported profile attributes and formatting specifications, go to the Data Import page (located on the Records tab) and click the View Data Formatting Information button. You can also view the complete list here

All data needs to be properly validated BEFORE importing into the Rievent Platform. Please keep in mind there is no validation that occurs between the maximum credit limit for an activity, and credit values imported for individual learners


.CSV Data Import Spreadsheet Template with Sample Data

Click the link below to download a spreadsheet template you can use with the data importer. Sample data is included for each attribute to show exactly how it needs to be formatted. The spreadsheet contains all the available attributes and columns; however, not all are required for import. Please refer to the Data Formatting Specifications to see which attributes are required for the import and to answer other formatting questions you may have.

DOWNLOAD .CSV SPREADSHEET TEMPLATE WITH SAMPLE DATA

 

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Step 2: Importing Your Data

When you are ready to import data, select the activity you want to import the data into, then click the Data Import link on the Records tab.  If you want to import data into multiple activities at the same time, select the All Programs view from the Manage Your Program menu.  

When importing with All Programs selected from the Manage Your Program Menu, the Activity ID column must be included in the import file to specify which activities the data should be imported into. Where do I find the Activity ID?

Before importing any data, please review the bullet points below:

  • Credit is not additive when importing the same record a second time. The system will replace the old credit data with the new credit amount.
  • Existing learner records are matched on the basis of email address.
  • Imported record data (including but not limited to credit data), will replace, not add to, an existing record's data, if applicable. However, existing account profile data will not be replaced by an import; existing account profile data will override imported profile data.
  • When importing registration data only (no complete dates), you must also provide the LastViewDate column in the CSV file.  The value in this field should be the exact same as the RegistrationDate field.
  • When importing registrants into multi-location live events, the EventID column is required in the CSV file. The EventID is only required if the activity has more than one event location. For single-location live events and RSS activities, it can be omitted and the importer will determine the correct event to associate the participant registration based on the Activity ID. Where do I find the Event ID?
  • When including profession, degree, secondary degree, specialty, or secondary specialty data in the import file, refer to the list of ID mappings here.
  • Your "Recent Import History" will be displayed and maintained on the page for future reference.

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Select the CSV file to upload, then click Import. If there are any errors in the data, the system will let you know where the import failed. A validation message will confirm if the import was successful. 

 

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Supported Attributes and Data Formatting Specifications

Supported profile attributes are listed below. The data type and size constraints (in parentheses) are provided for each attribute. Values exceeding size constraints will be truncated during import.

Attribute Column Header Data Type Additional Details
Internal Activity ID ActivityID Text(128) Special It is possible to import learner profile records into multiple activities with a single import file. To do so, a special column "ActivityID" should be included and the value of the attribute should be the customer defined unique Internal Activity identifier provided in the production wizard's Activity Info component during activity production.

Where do I find the Activity ID?
Live Event Location ID EventID Integer (Live Event Registration Only) 'EventID' is required if the activity has more than one event location. Otherwise, it can be omitted and the importer will determine the correct event to associate the participant registration.

Where do I find the Event ID?
External User ID ExternalID Text(64) Optional Unique learner identifier in external system of record.
Email Email Email(128) Required Valid email address. Learners may not share email address.
First Name FirstName Text(64) Optional  
Last Name LastName Text(64) Optional  
Street Address Address Text(64) Optional  
Street Address 2 Address2 Text(64) Optional  
City City Text(64) Optional  
State State Text(2) Optional 2-Letter State Abbreviation
Zip Code Zip Text(20) Optional  
Country Country Text(3) Optional 3-Letter ISO-3 Country Code
Phone Number Phone Text(18) Optional  
Fax Number Fax Text(18) Optional  
Profession Profession Numeric Optional Refer to the list of Profession ID mappings here.
Specialty Specialty Numeric Optional Refer to the list of Specialty ID mappings here.
Secondary Specialty Specialty2 Numeric Optional (see above)
Degree Degree Numeric Optional Refer to the list of Degree ID mappings here.
Secondary Degree Degree2 Numeric Optional (see above)
Company Company Text(64) Optional Company, organization, institution, or applicable affiliation.
Job Title JobTitle Text(128) Optional Job title or profession description.
NPI Number NPI Text(32) Optional  
Birth Date BirthDate Date Optional Learner's Data of Birth.

Example: 2017-02-25
Last View Date LastViewDate Datetime Optional date of last participation activity. The date will automatically be set to value of "CompleteDate" if it is provided and "LastViewDate" is not provided.

Example: 2017-01-19T12:12:00
Activity Completion Date CompleteDate Datetime Required for claiming credit.

Example: 2017-01-19T12:12:00
Event Registration Date RegistrationDate Datetime Required for live event registration.

Example: 2017-01-19T12:12:00
Credit Option ID CreditIDs Integer Required for claiming credit. Credit option ID must be one associated with the activity. Learners may claim one or more credits offered by the activity. Multiple credit ID's should be separated with commas.

Where do I find the Credit ID?
Activity Credit Amount CreditAmounts Decimal Required for claiming credit. Multiple credit amounts should be separated with commas.
Fulfillment Status FulfillmentStatus Integer Optional

Participation records provided with both CompleteDate and CreditIDs information will automatically be assigned the "Real-Time Fulfillment Completed" (value=2) fulfillment status. It is possible to manually override this behavior by explicitly setting the value of Fulfillment Status. A table of acceptable values is provided below.

Note: Participation records may be assigned "Queued for Manual Fulfillment" (value=3) in order to push these records into the manual fulfillment queue, enabling follow-up custom fulfillment processing such as web-service integration.

Fulfillment Status ID Additional Info
Unfulfilled 0 Not recommended for setting as part of data import.
Real-Time Fulfillment In-Progress 1 Transient value, not recommended to be set explicitly.
Real-Time Fulfillment Completed 2 Set automatically for imported records providing both CompleteDate and CreditIDs values.
Queued for Manual Fulfillment 3 Set this value when follow-up manual fulfillment processing is required.
Manual Fulfillment In-Progress 4 Transient value, not recommended to be set explicitly.
Fulfillment Complete and Actively Confirmed 5 Confirmation learner has viewed their certificate. Not recommended for setting as part of data import.
Fulfillment Complete, End User Unreachable 6 Admin denotes learner record and account (likely) abandoned. Not recommended for setting as part of data import.

 

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Where do I find the Activity ID?

Each activity in the Rievent Platform has a unique Internal Activity ID, found on the Activity Info tab of the Production Wizard. From the Production tab, click the Production stage of the timeline to access the Production Wizard. You will see the Internal Activity ID listed on the Activity Info tab. 

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Where do I find the Event ID?

For multi-location live events, each event's location will have a unique Event ID. With the activity selected, go to the Live Events tab. Then click the Schedule link for the desired event. 

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In the URL, you will see the Event ID listed at the very end. In the example below, the Event ID is 2354. 


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Where do I find the Credit ID?

Each credit option available for an activity will have a unique Credit ID. The best way to find the Credit ID is to go to the Programs tab and select the Credit and Certificates link. Then click the desired credit type. 

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In the URL, you will see the Credit ID listed at the very end. In the example below, the Credit ID for the AMA Physician Credit Type is 1432. 

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Data Import Documents

Use the links below to download a spreadsheet template you can use with the data importer and the Profession, Specialty, and Degree mappings.

If you do not see a specific profession, specialty, or degree listed in the .csv files, please contact Rievent and let us know

In the Data Spreadsheet Template file, sample data is included for each attribute to show exactly how it needs to be formatted. The spreadsheet contains all the available attributes and columns; however, not all are required for import. Please refer to the Data Formatting Specifications to see which attributes are required for the import and to answer other formatting questions you may have.

Data Import Spreadsheet Template with Sample Data (.csv)

Profession  ID Mappings (.csv)

Specialty ID Mappings (.csv)

Degree ID Mappings (.csv)

 

 

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