Article

Why Import

When getting started with a new record, importing your records can be a fast and easy way to get things set up and imported into Otuvy QM.

*Note* Before importing a record you will need to have a place in the SP Org Chart where you want the record imported to. Follow the instructions in our Build a Basic SP Organization Chart video to learn more.

Getting Started

Whether you are importing a client, contact, service location, job template etc. You will always start at the same point. Navigate to the Admin Configuration page by clicking on Admin in the main navigation bar and scroll down to the Other section. Click on the Import link.

On this page you will see links to all the different import tools available to you. Since we are talking about Service Location imports, we are going to click on Import Service Locations

Download the Template

Within the Upload Import File box, click Sample Import Template to download an excel file for you to fill out. Save it to your computer and open the file up.

*Best Practices* Save the downloaded file and keep it blank as a starting point for future imports. Use the Save As functionality in Excel to save and rename the file so your template stays fresh and unchanged.

Also, on this page is an important link if the service locations you will be importing are in a different time zone than your default one. It is the List of Time Zones link that you find underneath the Sample Template download link. If you click on List of Time Zones then there will be a pop up that you can copy and paste the exact text for you to populate in the spreadsheet.

*NOTE* If all the service locations in the import list are the same time zone as your account then you can leave that column blank.

When you first open the template, there will be various columns with headers. Some of the headers will be bold and some won’t. The bolded headers indicate a required field. Here’s an example of what the Service Locations template looks like.

Let’s go over all the information, one field at a time.

1. Service Location
   The Service Location field is a required field and is the name that you are giving to your service location. While it is not case sensitive, the capitalization that is entered here will be exactly how the service location name will be created.
2. SP Level
   The SP Level field is an optional field and refers to the Level or column inside the Service Provider Organization Chart where you will find the Division you are going to put this service location. This is a case sensitive field and must match up with an existing SP Level. If you need a refresher on the SP Org Chart please check out our Build a Basic Service Provider Organization Chart video.
3. SP Division
   The SP Division field is a required field. This field will indicate where in your SP Org Chart the service location will be found. This is a case sensitive field and must match up with an existing SP Division.
4. Client
   The Client field is a required field. This field will associate the service location with a particular client that has already been created in Otuvy QM. This is a case sensitive field and must match up with an existing Client record. For a refresher on creating a client in Otuvy QM please check out our Create a Client Record video.
5. Client Level
   The Client Level field is an optional field. It is similar to the SP Level field but deals with the Client Org Chart level. It is case sensitive and must match up with an existing Client Level within the specified Client’s org chart. For a refresher on creating a Client Org Chart in Otuvy QM please check out our Build a Basic Client Organization Chart video.
6. Client Division
   The Client Division field is a required field. This field will indicate where in your Client Org Chart for this Client the location will be found. This is a case sensitive field and must match up with an existing Client Division.
7. Address
   Address field is an optional field and will represent the Street Address ONLY. While you can put in the city, state and zip code in this field, it will look silly when you also put those values in their own fields.
8. City, State and Zip Code
   The City, State and Zip Code fields are optional fields. Just put in the corresponding information into each field.
9. Time Zone
   The Time Zone field is optional. If left blank, the time zone will default to your Service Provider’s time zone. Only fill this in if the time zone of the Service Location differs from that of the Service Provider. For reference to the time zones, just remember to click the List of Time Zones link we referenced to earlier in this article.
10. Area Code
    The Area Code field is optional. If you put in a phone number for the service location place the 3 digit area code in this field
11. Phone
    The Phone field is optional. If you put in a phone number for the service location place the 7 digits after the area code in this field
12. Extension
    The Extension field is optional. If you put in a phone number for the service location and there is an extension place it in this field
13. Internal Identifier
    The Internal Identifier field is optional and often overlooked. It is only leveraged inside custom reports and you can find the information from it in the Main Info section of the service location. For information regarding Custom Reports and Report Writer.
14. Notes
    The Notes field is optional and should contain notes specific to that service location that do not fit into any other fields

Once you have filled in the information and saved, return to the upload page select the file and click Upload in the top right corner of the page. This will pull up a screen that tries to match up the columns in the file to the data needed to run the upload. Make sure that the correct column is represented in the right places.

Encountering Errors

Occasionally you may run across errors in the upload process, most of the errors are due to small oversights and can usually be fixed. The most common cause of all errors is Case Sensitivity and spelling. If you believe that the error you are getting is incorrect, double-check in Otuvy QM that you have the right spelling and capitalization. Here’s an example of the most common errors when dealing with Service Location Imports.

Rows with invalid Division and or Level

When you encounter this error, double check that the appropriate column is selected by clicking on the Back button. If this doesn’t fix it, double-check the spelling and capitalization of the division or level and make sure to cross check the name of the division in the SP Org Chart. Again, if you need a refresher on the SP Org Chart please check out our Build a Basic Service Provider Organization Chart video. 

Rows with an invalid Client Division and or Level

Similar to the SP Org Chart fields, double check that the appropriate column is selected for the Client Level and Client Division fields. Also check the spelling and capitalization. If needed, please check out our Build a Basic Client Organization Chart video.

Rows with a Client Name that doesn’t exist

This is often caused by either misspelling, incorrect capitalization or trying to upload the service locations for a client that has not been created yet. If this is the case be sure to watch and follow the instructions in our Create a Client Record video.

Rows with Invalid Time Zone