Import Center Reference Guide

The Import Center helps us efficiently import large amounts of data, or edit lots of existing records at one time.

From here we can download spreadsheets of existing records and template spreadsheets optimized large data imports.

Access to the Import Center

This is a feature typically only used by the ALIS team, but we can give access to this for Company Administrator users. Since you can import and update so many records at one time, the Import Center should be used by administrators only.

Data Sets in the Import Center

• Care Level Data
• Community Contacts
• Floor Plan
• Incidentals
• Recurring Charges
• Personal Contacts
• Prospect Data
• Referral Organization Data
• Referral Source Data
• Resident Data

Importing New Data

Download the appropriate template from ALIS and add your information in Excel. The Import Center allows you to upload this file and review the changes within ALIS to confirm the records you are adding before completing the import.

1. Click the button Download Import File, and select the data set you want to import. Click Download Template and save the spreadsheet to your computer.
2. Use care to add information to the spreadsheet in Excel. 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 the ALIS team for help.
3. In the Import Center, click anywhere within the large dotted-line section of the page. Browse your computer for your filled-in import spreadsheet. Click Open to review and import your file in the next step.
4. Navigate the Data Prep, Map Headings, and Review Data workflows to complete the Import. 
   • In the Data Prep section, confirm that the sample view looks as you expect, and if you have not made changes to the column headings, ALIS will automatically know the correct data set you are importing. You can select from the menu of data sets if needed.
   • The Map Headings section 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.
   • Review Data is where you can look at every cell that will be imported after they have been evaluated by ALIS. 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 changes to any cell from this modal. If you have corrected any errors, click the Reevaluate button to resolve them. The Import button at the bottom right will not be available until the card at the top of the page says "0 Records with Errors". 

Click the blue Import button to complete! 

Editing Existing Data

Download the data set you wish to update, and make your updates in Excel. The Import Center allows you to upload your edited file and review the changes within ALIS to confirm the records you are updating before completing the import.

1. Click the button Download ALIS Data. 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. Use care to add and edit information in the Excel spreadsheet. 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 the ALIS team for help.
3. In the Import Center, click anywhere within the large dotted-line section of the page. Browse your computer for your edited spreadsheet. Click Open to review and import your file in the next step.
4. Navigate the Data Prep, Map Headings, and Review Data workflows to complete the Import. 
   • In the Data Prep section, confirm that the sample view looks as you expect, and if you have not made changes to the column headings, ALIS will automatically know the correct data set you are importing. You can select from the menu of data sets if needed.
   • The Map Headings section allows you to confirm that the columns in your spreadsheet will import or edit the data in the intended ALIS fields. Use the Skip Column button for any column you do not want to import.
   • Review Data is where you can look at every cell in your document after they have been evaluated by ALIS. 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 changes to any cell from this modal. If you have corrected any errors, click the Reevaluate button to resolve them. The Import button at the bottom right will not be available until the card at the top of the page says "0 Records with Errors".

Click the blue Import button to complete!

Past Imports

This section will show you all imports that have been done in the Import Center. In order to minimize server load, the imports are completed in batches, and you can clearly see if any batch was unsuccessful imported. 

The Initial File Download option gives you access to download the Excel file that was originally imported for any previously completed or attempted import.