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• This is an example of how your data should look:
  
• This example is wrong, it is missing a heading row:
  
• Make sure there are no duplicate rows
  This is wrong there are duplicate rows:
  
• Make sure there is no additional irrelevant heading data
  This is wrong the heading row is not the top row:
  

Importing is carried out from the Inventory Window < Ctrl + Y >.

On the Menu: File | Import Data | General…

The “Select import Format” window is shown

If the import format already exists: select it.

Otherwise: select “Blank Import”

If the import format already exists: the import data window will be shown with the file location, otherwise it will be blank.

If you have supervisor privileges: then select the “set up” button – spanner symbol.

A blank “Setup Import method” window will be shown:

Give the Import a Title

Click the target section- This is where you want the spread sheet imported to – for employees it will be called “Doctor, Nurses, Temps, Admin etc”

The right hand most list will now be populated with all the options for import destination fields

Select the import source which in this case is Excel (you can actually import from any of the formats listed).

Click find file and then browse for your file and select it

The file path and name will now be shown opposite the browse button. If it is not, reselect the file. Select the source data (for a spread sheet this is a list of sheets within the spread sheet document)

The left hand most list will now be populated with all the named columns in the spread sheet.

Double click on the left and right list to select the source and destination fields in the pairings you want.

If you select Address lines, you will get the option to import from more than one column in the source spreadsheet. AvaPA will parse each address and allow you to move the parts or words in the combined address to appropriate address lines in AvaPA without retyping the address.

By default (as a safety measure) only existing records will be imported, so for new records: Un-check “existing only” at the bottom of the window.

Updating existing records:

If there is a unique reference to each employee: the columns holding the unique reference should be selected using the drop down lists: for the import file (Source key field) and AvaPA (AvaPA key field)

As required select: Update the archive and save into the Archive Status appropriate for this import, otherwise the Archive will be the default on for new records.

Then save the format.

Then press import.

During the import process, if AvaPA detects possible duplications with existing records, a window will pop up with the imported record details, and those of the possible duplicates. The user can select from “Continue”: in which case the new records will be imported in its entirety. The user can select one of the possible duplicates: in this case the Duplicate will be updated where there new record data. The user can select “skip” in which case the record will not be imported.