Importing Draft Records
This article covers how to import data to create drafts that applicants can then access, edit, and submit. You must be at least an Administrator to use the import feature.
In this article
If you have some data on record already for applicants, possibly from previous years' usage of Zengine, you may want to import that data into draft records to save applicants time. In other words, historic data can be preserved in your workspace and allow for repeat applicants to access and resubmit based on this historic data. If desired, previous years' data can be archived into a different folder in order to preserve multiple iterations of data in one workspace.
Preparing Your Workspace
First, several actions will need to be taken in your workspace to lay the groundwork for this. If you would like to keep a copy of last year's applications, then they should be moved to an Archive folder. Use the Bulk edit plugin to take all of the records where the folder is ‘submitted’ and change the folder to the archive folder.
Note: There is a temporary bug that will prevent you from importing draft records if there is blank data getting imported to required fields. Until this is resolved, you must go to the form in question and turn off all required fields temporarily.
Exporting Historic Data
If there are applications in the workspace that you would like to be imported back in as drafts, these applications will need to be exported first.
Use the Export All feature to export every available column. When ready, open this file in Excel in order to make several necessary changes to the file.
Preparing Your Data for Import
Once you have opened the file in Excel, remove all of the columns except for the following:
- Is Complete (draft status)
- Folder ID (this will be a number)
- Linked Applicant ID (Exportable from Applicant Form)
The "Is Complete" column will contain the value "1" for all of the records. This means that the system views these as complete, submitted applications. For the purposes of importing to draft, we will want to change the status to Draft. In order to do this, change the value for ALL records for the Draft column to be "0." When imported, the system will recognize the 0 as an indication that this record is a draft.
Finally, save this file in .CSV format.
Importing Your File
Once you have prepared your file and saved it as a .CSV, it's time to import into Zengine. Navigate to the Data tab on the navigation bar and go to the form into which you would like to import data. In the top right corner, you will see a "Form Tools" button. Clicking this will bring up a dropdown which includes the option "Import."
Clicking this will bring up a page where you will select your file. Choose the .CSV file you have prepared.
At this point, the system will process your file. This will take a few moments. When this is done, the system will notify you, "We've got your file!" Press Continue to proceed.
Remember to set the ID field to "--DO NOT IMPORT--". Attempting to update completed records without filling in all existing fields will wipe out existing data fields upon import.
At this point, you will need to map your data. The first column contains the names of the headers, the first row in your imported data, while the second column contains a sample of the other rows in your imported data. The third column contains a series of dropdowns where the existing fields in your workspace are listed. At this point, you must map each of the imported fields to an existing field in the workspace by selecting the appropriate field from each dropdown.
When you have completed this, click the blue "Continue" button at the bottom of the page.
At this point, your import will be processed. This can take several minutes or longer, depending on the size of the file. You will receive a system notification when the import is completed, and you do not have to stay on the same screen to wait for it to complete.
If you encounter problems, Zengine provides migration assistance. Contact us if you are interested in this service.