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Import Individuals from Excel

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Administrators or Users with the Individual Administrative Role can import individuals from an Excel file to the system. The Therap system automatically extracts information from this Excel spreadsheet and creates corresponding Individual Data pages for all the Individuals that are listed on the spreadsheet.

To download the sample Excel file

  1. Click on the Import Individual from Excel link under the Individual Intake area on the FirstPage. You can also access the Import from Excel link on the Dashboard in the General area of the Admin tab.






    Import Individual from Excel on the FirstPage



    Import from Excel on the Dashboard



  2. Click on the Download a sample excel file (with supported format and help) link on the Import Individual from Excel page.



  3. Save the file on your computer and open it. You will find all the fields of the Individual Data page separated in different columns in the Sample Individual Data spreadsheet of the sample Excel file with some sample data.



    You must save the sample Excel file as (.xls) format and must enter all the required fields.

    If you have used any formulas in the Excel file, then you will not be able to import the Excel file to the system. You may copy those fields and paste the values using the Paste Special option, to just have the results of the formula show.To learn more, click here.


    For detailed instructions regarding the valid values of the required fields as well as the optional fields, you may get help from the Help spreadsheet available in the sample Excel file. You will find the ID Type spreadsheet in the sample Excel file where users will find the ID Types and Additional ID Types that must match while importing Individuals into the system.


    NOTE:
    • If the record in the excel contains the 'Admission Date', then the system automatically assigns the individual to Admitted status. If that field is empty, the status will be Pending Admission.

    • Currently the system allows up to 32 characters for the Supervision Comment field while importing Individuals using Excel. We are working on the feature that would allow up to 3000 characters.





  4. Once you have completed entering information on the Excel sheet, save it to your computer.

    For Multi Provider Users


    There is a column for 'Oversight Agency' on the sample excel sheet which is the last column on the excel sheet. If the Oversight Agency is a state/county, you will need to explicitly mention the name of the Oversight Agency in that column.

    For example, if the Multi Provider Users under New Mexico enters 'DOH-DDSD' under the 'Oversight Agency' column, the system will correctly assign the individual under the state account of New Mexico.

Making sure the Excel sheet has all the required fields.

The data on your Excel sheet needs to be entered correctly so that all the data can be successfully mapped onto Therap’s Individual Data page.

  • The fields in the following table are required and must be in your Excel file. These fields cannot be left blank:

    Field Name Format Example
    First Name Alphanumeric Mary
    Last Name Alphanumeric Active
    Program Name Alphanumeric 1st Street Group Home
    Site Name Alphanumeric 1st Street
    Enrollment Date MM/DD/YYYY 05/05/2008



    Program Name, Site name and Enrollment Date is mandatory only for enrolling an individual into a program.
  • The required fields need to be entered on the Excel sheet as shown in the table above.

  • For the 'Program Name' and 'Site Name' fields, you need to enter Programs and corresponding Sites that already exist in the Therap system. To refer to the list of programs and sites that are available in your agency, you may click on the Program List link under the Program/Site area of your FirstPage.

To Import Individuals from Excel File

  1. Click on the Import Individual from Excel link under the Individual Intake area on the FirstPage.



  2. On the Import Individual from Excel page, click on the 'Browse' button to select the Excel file that you would like to import data from.



  3. Locate the Excel file on your computer and click on 'Open'. If you still need help with what your Excel file should look like, then you may click on the Download a sample excel file (with supported format and help) link to view an example with detailed instructions.

  4. Click on the 'Save' button to upload your data. The information will be imported to Individual Data page and you will receive the success message.



    2012.0 :: Features available from January 15, 2012
    A warning message will appear if the users try to import more than 1000 Individuals from Excel at a time.



    The Sample Excel file for importing Individuals has been updated to accommodate the changes made to Individual Data, users will need to download the sample Excel by clicking on the 'Download a sample Excel file (with supported format and help)' link in order to import Individuals to the system.