Here's an on overview of how to use the Bulk Import function.
Import
1. Login to your administrator account
2. On the left side menu, click on the Imports section and select New Import.
3. Select the relevant document type for the data you are importing:
- Individuals
- Foreign Entities (If Vendors Module is enabled in Settings)
- Payments (If Payments Entry Module is enabled in Settings)
- 1042s (If Import 1042-S Function is enabled in Settings)
- Vendor 1042s (If Vendors Module is enabled in Settings)
- Visits History
- Days of Presence
4. Download the linked sample CSV spreadsheet template.
Important: Each import type will have its own unique format and sample spreadsheet linked (except Documents).
5. Populate the CSV spreadsheet with all relevant data.
6. Once your CSV file is prepared, you have two options to upload it:
Drag and Drop: Simply drag and drop the CSV file from your computer into the upload area.
Browse Your Computer: Click on the browse button and select the CSV file manually.
7. After uploading, the import history section will display.
8. In the import history section, locate your uploaded file. In the action column, select "Map" to proceed with mapping the fields from your CSV to the corresponding fields in our system.
Mapping
Once your file has uploaded, you can find it under the Imports History tab.
The next step to the import process is to map the CSV file data to the Calculus Fields.
1. In the Actions column, you'll have the option to click Map and Map Columns.
2. You can give the Map a name, save it for future use and start mapping your data to the corresponding fields in Calculus. The drop-down options are the imported column headers from the CSV file.
Important: You only need the map the fields and data that you included from your file. The other fields can be left blank.
3. Once you completed mapping the necessary columns, scroll to the bottom, click Save and Apply.
Ready for Import
Once the mapping is complete, the Imports History page will load.
1. Under actions, the Import button will appear.
2. You'll have three import options to choose from:
- Overwrite: Overwrites the data in the records with the import data sheet.
- Merge: Adds data only if it is missing from the records.
- Overwrite completed fields/Merge blanks: Overwrites data if it is present in the records without deleting data that is not present in the import data sheet.
Info: If this is your first import, you select any of the import options.
3. After selecting your import type, the system will ask you to confirm the import action and start processing the import based on your chosen settings.
4.. The Status Column will change to Importing.
5. When the import is complete, you'll receive a notification via the bell icon.
6. Click on the results to receive a summary of the data import. You'll be notified of any errors or duplicate records.
7. The status column will update to Imported.
Info: You can refer back to the results summary under the Actions column > View Results link
8. Now that your records are imported, you can view the data under Users > All Accounts.