Exporting Organizations


You export organizations from the "Organizations" page, which is accessed by clicking the organizations icon on the main menu.  This page looks like this:


On this page, you first specify the filter criteria for the organizations you want to export:


Master ID:  If you specify this is you get exactly one (or none) matches to an organization, so if you specify a master id all other filters are ignored.


Include organizations that are active:  This filters by organization status, just active (yes), inactive only (no) or all.


Modalities:  This is a multi-select specifying only organizations performing these modalities.


Organization Types:  This is also a multi-select.


After specifying filter criteria, click "search".  This will show a limited number of results (up to 1000) and display the total row count, so you know how many there are in total.  When you export, you will get the TOTAL row count, not only the visible rows.


After searching and confirming that this is the result set that you want, click "Export CSV" to download a csv file with the data.  This will ask you to confirm the export and then it will perform the export offline.  Longer exports take longer to prepare, so be patient.  When it is available, you will receive an email with a link to download the file.  This link expires in an hour, so you must use it within an hour or generate another link.


 

Importing Organizations


You can add new organizations, or update organizations, in bulk by importing a CSV file.


Adding New Organizations

The file format for import is exactly the same as the file format for export.  So the best way to ensure you have the correct format and column headers is to do the following:

  1. Specify an export filter that exports only a few (or a single) row.
  2. Export the file
  3. Delete the row(s) of data 
  4. Delete any columns you do not plan on importing.  For new organizations, this includes the organization_id, which is generated for new orgs.  Delete that column and any others you don't need.
  5. Add your new data
  6. Save as CSV


You can now import your new organizations.  On the same Organizations page that you exported from, there is also an "Import CSV" file.  Click that then select your file.  Once you have selected your file, the import will begin.  You will receive an email when the import is complete, with details on any errors that were encountered while processing the file.  As with the export, larger files will take longer to process than smaller ones.


Updating Existing Organizations


To update existing organizations:

  • First export the orgs you want to update.
  • Download and open the export file.  THIS IS IMPORTANT:  IMMEDIATELY FORMAT ANY DATE COLUMNS AS DATES.  If you save the file without doing that, your dates will all be lost and you will have to export again.  Note this is a side effect of opening the CSV file in Excel, and is not necessary if you are using a different editor, like Notepad, to update the file.
  • You must include ALL columns from the export in the import, when updating existing orgs.  When importing new orgs, you can only include the columns you need, but for updating, ALL COLUMNS MUST BE INCLUDED.  Note not all columns must have values, but the columns must be included.
  • Do not change the organization_id.  This tells us which org to update.
  • Change what you need to change then save the file.  All changes to all columns will be reflected after import.
  • Click the "Import CSV" and select your file.  It will be imported and you will receive an email with the results.