Import Center Reference Guide

The Import Center was designed to provide a centralized location for efficient imports of large amounts of data. It also serves as a tool for bulk editing existing records at one time. In the Import Center, we can download specific spreadsheets of existing records and template spreadsheets optimized for large data imports.

Access the Import Center

The Import Center is a feature that is primarily used by the ALIS team during your Onboarding phase. However, users with specific and higher level security role permissions are able to access it. Because the Import Center allows you to update so many records at one time, we strongly recommend only providing access to administrators. If you are a company administrator and need assistance updating security roles, contact your Account Manager or our ALIS Customer Success Team. 

To access the Import Center, click Imports at the top of any page in ALIS.

Data sets to import or download

Below are different data sets that can be imported or downloaded from the Import Center. Some of these files can also be used for updating larger amounts of existing data. Your ALIS environment has workflows already built in to help you accomplish updates to existing data that we tend to recommend using first. Contact your Account Manager or our ALIS Customer Success Team for consultation based on your specific needs. 

• Billing and Occupancy: Billing Items, Credits, Floor Plan, Incidentals (Import Only), iStream ACH Transfer, Rate Changes, Recurring Charges
• Community: Care Level Data, Community Contacts
• Prospects: Prospect Contacts, Prospect Data, Prospect Tasks, Referral Organization Data, Referral Source Data, Referral Source Tasks
• Residents: Insurance, Personal Contacts, Resident Data, Resident Immunizations
• Staff: Staff Data, Staff Immunizations

Import New Data

As mentioned above, our team will typically work with you during your Onboarding phase to import all data. Whether you are transitioning to ALIS from a different software or from other methods of data tracking, we can help you with the extraction and formatting. 

Using the Import Center may be beneficial to you should you want to bulk import new data (multiple new residents, for example). The below outlines steps for preparing the correct file and importing the data.

Prepare the file

1. At the top right corner of this Import Center, click the Import File button.
2. In the side pane that appears, select the type of spreadsheet you want to download based on the data set you plan to import.
3. Click Download Template. This will automatically download an Excel file for that data set.
4. Open the Excel file and save the spreadsheet to your computer.
5. Use care when adding information to the Excel spreadsheet. Note that all columns with blue headers require entry in order for the file to be imported. Avoid making any formatting changes or moving columns. If you have a cell with Data Validation restrictions, select only from the options available. If you do not have the options you need, contact our ALIS Customer Success Team for help.

Import the file

1. In the Import Center, either drag and drop your completed file or click anywhere within the large dotted-line section of the page to browse your computer for the filled-in import spreadsheet.
2. Work through the steps for Data Prep, Map Headings, and Review Data workflows to complete the Import.
   • Data Prep - Confirm that the sample view looks as you expect and contains the column headings from the original import file download. If you did not made changes to the column headings, ALIS will automatically know the correct data set you are importing and preselect it in the dropdown menu. If ALIS does not correctly identify the data set, you can select from the menu of data sets if needed. Click Go To Next Step to proceed.
   • Map Headings allows you to confirm that the columns in your spreadsheet will import the data into the intended ALIS fields. Use the Skip Column button for any column you do not want to import. Skipping a column can be a useful tool if you have accidentally added a column that ALIS highlights in red and does not recognize. Scroll down and click Go To Next Step to proceed.
   • Review Data is where you can look at every cell that will be imported into ALIS. In this final step, ALIS evaluates whether you are importing new records, updating existing records, and importantly if any data validation errors might prevent your import. You can make direct changes to any cell from this modal. If you have corrected any errors, click the Reevaluate button at the bottom of the page to view if the errors have been resolved. The Import button at the bottom right will not be available to click until the card at the top of the page says "0 Records with Errors".
     • Once you have reconciled the data, click the blue Import button to complete your import.

Update Existing Data

To update existing records in bulk, you can download the data set from ALIS you wish to update. You can then make your updates in Excel and reimport the file in the Import Center.  

1. Click the ALIS Data button. Select the Community (or Communities) you want to work on and select the data set you want to edit. Click Download and save the spreadsheet to your computer.
2. Open the Excel file and save the spreadsheet to your computer.
3. Use care when adding information to the Excel spreadsheet. Note that all columns with blue headers require entry in order for the file to be imported. Avoid making any formatting changes or moving columns. If you have a cell with Data Validation restrictions, select only from the options available. If you do not have the options you need, contact our ALIS Customer Success Team for help.
4. Work through the steps for Data Prep, Map Headings, and Review Data workflows to complete the Import. Refer to step 2 in the above Import the file section for more details.
5. Click the blue Import button to complete. 

Convert Data

If you are importing historical CRM/leads data from APFM or Sherpa, the Convert Data button allows you to easily convert their export file into our ALIS format. Select the Data to Convert and then click Convert to download the file. Then, complete necessary steps for importing.

Past Imports

This section shows all imports that have been completed in the Import Center. In order to minimize server load, the imports are completed in batches, and you can clearly see how many batches were successful. If any batches were unsuccessful, try importing the only the unsuccessful batch data again. 

You can review details of your import by clicking View and see your specific import file by clicking the down arrow > File Download. This File Download option gives you access to download the Excel file that was originally imported for any previously completed or attempted import. 

For more assistance with ALIS Imports,

Contact our ALIS Customer Success Team:

888.404.ALIS (2547) or support@go-alis.com