The Household Import program allows you to import household, pass membership, and roster data from a delimited or fixed length file. Household imports are useful when initially migrating to RecTrac from another system or for scenarios where you add a number of households on a regular periodic basis. For Example: Universities might run imports at the start of a semester to bring new households into RecTrac and assign them a student pass to campus recreational facilities. In order for this process to work, you will need:
- A .txt, .csv, or .dat file that contains the household information you wish to import into RecTrac. You MUST have this import file before beginning, and you MUST have a familiarity with how it is structured.
- A household import Template within RecTrac. This Template identifies how fields match between your import file and RecTrac.
See Also: Topic Doc - Household Import for complete step-by-step instruction for running this program.
See Also: Topic Doc - Household Import Field Listing for a listing of available fields in RecTrac 3.1 that can be populated using the Household Import program.
Note: Field names on the screen with red labels* are required by the screen design you are using. Mandatory fields in the default Vermont Systems design are noted where appropriate. Your design and mandatory fields may vary.
From the bottom of the screen…
For "One Time" imports: Click Import to begin the household import process and RecTrac will notify you that the process has been sent to the server for processing. Click Close. If you enabled Create Report of Results, then a report will open with a count of the households and family members created, and will list any problems encountered with your data.
For "Recurring" imports: Click Schedule to have this process run at regular intervals. You will continue to Schedule Generator screen.
HouseholdImport_Tab1
Process Option (HouseholdImport_ProcessOption)
Select your Process Option:
- One Time – This is a single use import (i.e. an Import that you run on demand").
- Recurring – A Recurring import that you want to Schedule in RecTrac to run on a regular periodic basis.
For example you might run a One Time import when initially migrating your households to RecTrac. Universities might run Recurring imports to periodically bring new households into RecTrac and assign them a student pass to campus recreational facilities.
DeleteTemplate (HouseholdImport_Template)
Select the Household Template you wish to use. The Template specifies the one-to-one association between your import file and your RecTrac database fields. For example, the first data element within your import file might be RecTrac's FirstName (SAHousehold) field, the second element might be the LastName (SAHousehold), and so on.
Household Import Templates are maintained in System Code Management. Type = Household Import.
See Also: Topic Doc - Household Import
DeleteInput Text File (HouseholdImport_InputTextFile)
This field is applicable for use with the "One Time" Process Option.
Select your Household Import file. Select the path and filename to your household import file and then click Open. You must select a file with a .txt .csv or .dat file extension.
DeleteInput Text Path/File (Relative to Appserver) (HouseholdImport_InputTextFileSch)
This field is applicable for use with the "Recurring" Process Option.
Enter the Input Text/Path (Relative to Appserver) file location. Include the file name and extension. Vermont Systems strongly recommends using UNC pathing. For example \\<your server name>\<folder name>\<Import File.txt>. Acceptable file types are .txt .csv and .dat.
Note: RecTrac assumes this path and filename will remain constant. Remember to use the same file name and extension when updating and overwriting your import file.
Purge Existing Data Before Import (HouseholdImport_PurgeExisting)
By default this field is disabled and existing household information is NOT erased.
This field is locked and you MUST call Vermont Systems Customer Support to get an Access Code before enabling it. Why? When enabled, this field erases ALL household, member information, and member pass records within your database (NOT just for those HHs within the import file) and therefore accidental selection of this field will produce unwanted results.
DeleteRun Quoter To Put Quotes Around Text (HouseholdImport_RunQuoter)
This field is applicable for use with Fixed-Length option in the Record Delimiter field.
Select this option if your import file records are of fixed-length but they are not surrounded by quotes. Before importing the records the Progress Quoter program will run against your import file and will put quotation marks at the beginning and end of each record.
Deselect this option if your import file records are of fixed-length and already have quotes.
DeleteUse SSN && Update Pass (Override) (HouseholdImport_UseSSN)
Select this option if you want the system to check the Social Security Numbers of new members against the Social Security Numbers of existing family members to avoid creating duplicate records when running the Import. If an existing member is found with the same social security number of a new member then the newly created member is deleted and the existing household/member/pass is updated instead.
Create Emergency Contacts During Import (HouseholdImport_CreateEmerg)
Select this option if you want to create Emergency Contacts and link them to households during the Import. If using this option, you need to configure Emergency Contact fields within your Template. They also need to exist in your import file.
Deselect this option if you do not want to link Emergency Contacts to households during the Import.
DeleteUpdate Last H/H ID In Dynamic Parameters (HouseholdImport_UpdateLast)
Select this option if you want the system to register the highest household number you import as the Last Household Number in Dynamic Parameters.
Note: This option is typically deselected for colleges and universities.
Create Family Members During Import (HouseholdImport_CreateFM)
Select this option if you want to create family members during the Import. Typically, this option is enabled.
Deselect this option if you do not want to create family members during the Import.
DeleteCreate Report Of Import Results (HouseholdImport_CreateReport)
Select this option to have the system generate a byproduct report that lists the Households that were created as a result of running the Import.
Click Here to see a Sample Report.
DeleteDelete Existing Xrefs for Family Members Imported (HouseholdImport_DeleteXREF)
Select this option if you would like to delete existing cross-reference (XRef) numbers for family members being imported. Cross-reference numbers are used to identify patrons that might be checking into a gym or recreation center with a pass or membership card.
DeleteAlways Overwrite First Family Member During Import (HouseholdImport_AlwaysFirst)
Select this option to have the system overwrite the First Family Member with each family member found for a single household being imported. This option is used to prevent the import from creating households with multiple family members. When enabled, the system will add one (1) and only one (1) family member to a household. So if a Household in your Import File has three (3) family members, then the Household that gets created in RecTrac will have only one (1) family member in it when the import completes, and the family member will be the last Family Member found for that household on your import file.
Deselect this option to have the system create a number of family members equal to the number of family members found on the import file. So if a Household in your Import File has three (3) family members, then the Household that gets created in RecTrac will have three (3) family members created upon running the import.
Note: This option is normally used in University settings where households have only one family member.
Create Passes During Import (HouseholdImport_CreatePasses)
Select this option if you want to create passes and link them to each family member that is created during the Import.
Deselect this option if you do not want to create passes for family members.
See Also: Prerequisite: Template Settings for Creating Passes
DeleteUse Pass Type Default Mem/Exp Dates (HouseholdImport_PMDefaultDates)
Select this option if you want to use the default membership and expiration dates on the Pass Code during the Import. Typically this option would be enabled if you want to create passes during the Import.
See Also: Prerequisite: Template Settings for Creating Passes
DeleteInactivate All Households Not In Import File (HouseholdImport_InactiveAllNotIn)
Select this option to have the system automatically set the Status for all Households not included in the Import file to Inactive" as a byproduct of running the Import. Upon running the Import the system will tell you how many Households were set to "Inactive." This information is also listed on the byproduct report should you choose to Create Report of Import Results.
Deselect this option to keep the Status of existing Households as "Active" upon running the Import.
DeleteSkip 1st Record of Import File (Header Record) (HouseholdImport_SkipFirstLine)
Select this option if the import file that you are using has a Header line that you want to skip because it lists field names as opposed to valid data. Typically, a Header record is the first line within the Import file that lists field names without any useful data. For Example: First Name, Last Name, Birth Date, etc.
Deselect this option to ensure you include the first line of the import file. If your Import File does NOT contain a Header Line, you would keep this option deselected.
DeleteCreate Rosters During Import (HouseholdImport_CreateRosters)
Select this option if you want to create rosters and link applicable family members during the Import.
Deselect this option if you do not want to create rosters for family members.
See Also: Prerequisite: Template Settings for Creating Rosters
DeleteMake The Primary Guardian The (HouseholdImport_PrimaryOption)
Select option you want to use for creating the Primary Guardian of the Household
- First Member Imported Becomes Primary Guardian – When creating the household, the system will use the information for the first Family Member in a household found to create the Primary Guardian.
- Last Member Imported Becomes Primary Guardian – When creating the household, the system will use the information for the last Family Member found in a household to create the Primary Guardian.
- Oldest Member Imported Becomes Primary Guardian – When creating the household, the system will use the information for the oldest Family Member in a household found to create the Primary Guardian.
Notes: To use the "Oldest" option you will need to include birth date information in the import file.
Additionally you need to know how birthdates are recorded in your import file. Sometimes birthdates are left blank for adults and are used only for children. If opting to use "Oldest Family Member" as the Primary Guardian such a scenario would not produce the desired result.
Do not overwrite Primary Guardian Name on existing households (HouseholdImport_KeepPrimary)
Select this option to have the Household Primary Guardian remain as is" after the import.
Deselect this option to have the Primary Guardian information overwritten after the import.
Note: This option assumes your import file contains records of households that already exist in RecTrac. Whether you enable or disable this option is dependent upon whether you wish to overwrite the Primary Guardian name for a household that already exists.
Regardless of your selection here you can always use the Change Primary Guardian option in Household Management to change the Primary Guardian of a household on a case-by-case basis.
Pass Types To Expire If Not In Import File (HouseholdImport_PassTypes)
Select the Pass Code(s), if any, that you wish to Expire in the system upon completion of the Import. This allows you to set the status for any Pass Code(s) NOT on the Import File to Expired" upon import.
Leave this field blank to skip this option.
DeleteRecord Delimiter (HouseholdImport_DelimiterOption)
Select your Record Delimiter option. In order to extract your household data, RecTrac must know how data is separated within your import file.
- Fixed Length – Select when your household import file uses a pre-determined length for each record. For Example: Each line (or record) is 128-characters long and the first 12-characters represent the first name, the next 12-characters represent the last name, and so forth.
- Comma Delimited – Select when your household import file uses a comma character to separate individual data elements.
- Space Delimited Data – Select when your household import file uses a space character to separate individual data elements.
- Tab Delimited Data Fields – Select when your household import file uses a keyboard <Tab> to separate individual data elements.
- Pipe Delimited Data Fields – Select when your household import file uses a keyboard Pipe" (|) to separate individual data elements.
Upper/Lower Case Option (HouseholdImport_CaseOption)
Select your Letter Case option. By default, the system will keep your data as is or you can select from the options provided, if desired.
- Leave Char as Is – Select if you want to leave any character strings with their original upper/lowercase format during the Import.
- Convert to Upper – Select if you want to convert all character strings to uppercase letters during the Import.
- Convert to Lower – Select if you want to convert all character strings to lowercase letters during the Import.
- 1st Char to Upper – Select if you want to convert the first character of any character strings to uppercase during the Import.
Note: The Beautify Fields program provides this same functionality and can be run "on demand" against your database when and if desired.
Household Match Option (HouseholdImport_HHMatchOption)
Select this option which determines how records within your data are grouped into unique households.
- HH Number – Select if you want the program to scan each record in your import file and try to find a household number match in the database. Each unique household number in your import file will create a new household using the household ID number from the import file as the RecTrac household number. This is the most commonly used HH find option. To use this option you must configure the HouseholdNumber (SADetail) field within your Template and have household numbers in your import file.
- Address Line 1 – Select if you want the program to scan each record in your import file and try to find unique household addresses in the database. Each unique address will create a new household using the next available number as determined by RecTrac's Dynamic Parameters. The address string must be exact. For Example: 123 Main St. and 123 Main Street would create two different households. To use this option you must configure your Template to use the address and have addresses in your import file.
- Primary Phone – Select if you want the program to scan each record in your import file and try to find unique home phone numbers in the database. Each unique phone number will create a new household using the next available number as determined by RecTrac's Dynamic Parameters. To use this option you must configure your Template to use the PrimaryPhoneNumber field and have phone numbers in your import file.
- HH Email – Select if you want the system to find unique household email addresses in the import file. Each unique email address will create a new household. To use this option you must configure your Template to use the PrimaryEmailAddress field and have email addresses in your import file.
- FM SSN – Select if you want the program to scan each record in your import file and try to find unique family members in the database based on their unique Social Security numbers. If a match is found the household and family member data will be updated provided the data has changed (e.g. the address or phone number changed). If no match is found a new household will be created. To use this option you must configure your Template to use the SocialSecurityNumber field and have Social Security Numbers in your import file.
- FM XRef – Select if you want the program to scan each record in your import file and try to find unique family members in the database based on their cross-reference number. If a match is found the family member data will be updated. If no match is found a new household will be created. To use this option you must configure your Template to use the ExternalID (SACrossReference) field and have XRefs in your import file.
Family Member Match Option (HouseholdImport_FMMatchOption)
Select your Household Match option.
Note: If a family member intended to be imported does not have a Social Security Number Family Member Number or XRef value in the import file and one of those options has been selected as the Family Member Find (Match) Option then that family member will NOT be imported into the database. The byproduct report will also NOT show family members that did not get imported but will have a notation indicating there were family members that did not get imported due to missing data on the family member record.
- First/Last Name – Select if you want the program to scan each record in your import file and try to find a family member first/last name match in the household. If the import finds a match then it will consider that family member the same person and append the family member's information as necessary. If a match is not found it will add the family member to the household in the database.
- First/Last Name & Birthday – Select if you want the program to scan each record in your import file and try to find a family member first/last name and their birthday match in the household. If the import finds a match then it will consider that family member the same person and append the family member's information as necessary. If a match is not found it will add the family member to the household in the database. To use this option you must configure your Template to use the Birthday (SAPerson) field and have birthdays in your import file.
- SSN – Select if you want the program to scan each record in your import file and try to find a family member social security match in the household. If the import finds a match then it will consider that family member the same person and append the family member's information as necessary. If a match is not found it will add the family member to the household in the database. To use this option you must configure your Template to use the SocialSecurityNumber (SAPerson) field and have Social Security Numbers in your import file.
- FM Number – Select if you want the program to scan each record in your import file and try to find a family member number match in the household. If the import finds a match then it will consider that family member the same person and append the family member's information as necessary. If a match is not found it will add the family member to the household in the database. To use this option you must configure your Template to use the Order (SALink) field and have family member numbers in your import file.
- XRef – Select if you want the program to scan each record in your import file and try to find a family member cross-reference match in the household. If the import finds a match then it will consider that family member the same person and append the family member's information as necessary. If a match is not found it will add the family member to the household in the database. To use this option you must configure your Template to use the ExternalID (SACrossReference) field and have XRef numbers in your import file.