Batch Entry allows you to update and add information to your database quickly, without opening each affected record. There are two ways to use Batch Entry to enter data:
| • | The Import and Batch Entry functions help you to quickly add information contained in an outside application, such as Microsoft Excel, to your database (the outside file must be saved as a comma-separated value (*.csv) file). With Import you can create an import process that generates a batch file containing all information included in the outside file. From Batch Entry you can then validate and commit the batch file and add or update information in your database. |
For example, you have several revised modeling scores for a group of constituents that you need to import into the system. After you have your data in a CSV file format, you can import the information into the database. The import is based on a batch template created in Batch Entry. In the batch template, you select the batch type and workflow you want used when data is imported.
| • | If you do not have an import file, but you want to enter updated information quickly, without opening every record, you can use the batch process. With a batch, the program lists the selected fields (fields included in the batch template) as fields in a spreadsheet so you can efficiently enter information in the database. Like the import process, the batch requires a batch template, which specifies the fields to add or update. |
Note: For information about working in Batch Entry, see the Batch Entry chapter in Data Management; for information about working in Import, see the Import chapter in Data Management.
The following Batch type is available when you create a model score batch template:
| • | Model Score Update Batch: Updates constituent model score data based on information included in the import file or batch. When using import, the process compares a record ID included in the import file to system lookup IDs and alternate lookup IDs. During the import process, if the application finds a match in the database, the information in the matched record is updated. |
Tip: When creating the import, on the Map fields tab of the Add import process screen, map the import ID to the Constituent field. Also, on the Set options tab, select the Other tab and under Search list fields select the Quick find option.