Before we begin with importing Expiration Items, if you are utilizing Workspaces, you must ensure you are in the corresponding workspace for your import to be successful.
Information will import to whichever workspace you are in upon starting the import.
To import a spreadsheet of Expiration Items into your account, you can begin with accessing the “Import Data” feature under Tools – and selecting an “Expiration Items” import.
There are different types of Expiration Imports. For a spreadsheet with multiple columns of Expiration Dates (shown below) we will select "Contact Import: employee, staff or contractor certifications" as our import type (above). Contact details may also be added/updated with this type of expirations import, if required.
2000-01-01 as the expiry on your spreadsheet, and the import will read it as an item to upload as 'No Date'
2000-01-02 will upload the item as 'Missing'
2000-01-03 will upload the item as 'On Hold'
A blank cell as the expiry date will indicate to the import that it is an item not to upload.
Once you have selected your spreadsheet, you will be prompted to choose Duplicate or Merge records (below).
Merging Records will Merge any Contacts and/or Expiration Items from your Import, to identical contacts/expiration items which already reside in your account. If these are NEW Contacts/Expirations to your account, Merge does not need to be selected.
On the next page, you can select your Header Row (for our spreadsheet, Row 1), and continue to the Mapping Screen to map your columns.
Be advised: the Expiration Reminder import feature will only be able to detect and read the first sheet of a spreadsheet. Any additional sheets will need to be created as a separate excel file.
On the next screen, the Mapping Screen, you will map the Columns/Headers from your Spreadsheet, to the Contact fields in your account.
When mapping your fields, ensure that all required fields are mapped in their correct position before processing with the import. You are not required to map all fields that are listed, if they are not relevant to your import.
If you are mapping the "Owner" field - this is required to be the e-mail of the User you are making Owner.
The next page will allow you to make any final changes, as well as view any errors that Expiration Reminder has caught. In the example below, the date is missing the Year so we cannot continue until it is correct. Any errors can be edited from this page, you do not need to edit your spreadsheet and start over.
Now that we have corrected it, we can continue with the final stage of our import – importing the information!
The import sequence will take you through Processing Data (1/2) and Uploading Data (2/2) – this process will vary in time depending on the size of your spreadsheet. Then you will be met with the screen below. This signifies that the data picked up during the upload process, will now be added to your account.
You may navigate out/away of your Expiration Reminder account at this time should you require it.
Once you receive an e-mail confirming your import, you may check your Expiration Reminder account to confirm the data is there.
Always double-check your work after an import to ensure everything is input as intended. Happy Importing!