For CAREWare to convert imported data into the correct format and place in the CAREWare database, users need to map the imported values to the correct location and in the correct format by editing field mappings. The field mappings set CAREWare to recognize data in one column with a specific column header is equivalent to data in a column in the CAREWare import template.

 

Example: A user is importing a client's gender. The import file has the client's gender in column three with the header gender. In the CAREWare template, gender is stored in the column with the header cln_gender_cs. By setting the column gender as equal to the column cln_gender_cs, CAREWare will place the gender values in that column in the import holding tanks for future imports as long as future imports retain the column order matching the mappings saved under Edit Field Mappings.

 

The first step in mapping the fields requires uploading a sample of what the imports are going to look like for now on. That requires uploading a file that contains the data in a specific column order if headers are not going to be used or a file that has the column headers in a specific order. CAREWare uses that sample file to generate a list with the data or column headers in that order. The fields are mapped using that template.

 

Note: If there are any changes to the data for future imports, changes to headers, or changes to the column order, the sample file needs to be uploaded again and the fields need to be mapped again.

 

After adding a DTM Spec, the DTM Spec can be configured by setting the field mappings.

 

1. Click the Spec Name to highlight it.

2. Click Edit Field Mappings.

 

 

3. Click Upload Sample CSV Source File.

 

Note: A Sample CSV Source File is a template of the imported client data that contains the same columns as the import file. Uploading the Sample CSV Source File populates a list of columns from the import files to be matched with CAREWare template fields.

 

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1. Click Choose File.

2. Click the sample file.

3. Click Open.

 

 

4. Click Process File.

 

Note: Make sure to use the correct delimiter when uploading your files. In the screenshot above, the delimiter is a comma.

 

Delimiter – The delimiter any character used to separate records as separate columns. If a client record is listed in a text document as First Name, Last Name, DOB, and Gender, then the delimiter should be a comma. Other delimiters can be used if that is how the data is formatted.

 

The example below shows the exp_service specification.

 

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Select Template Field – Opens the list of CAREWare fields for mapping the Source File Header or Example.

Configure – Settings for the Source File mapping, which includes Match Types to create unique functions.

Add – Adds a blank Source File Header or Example, which can be configured with unique functions.

Delete – Removes the mapping to the Template Field or deletes an added row.

Upload Sample CSV Source File – Uploads a template of the import file for mapping the columns to CAREWare fields.

Back – Returns to the Configure DTM Specs window.

Print or Export – Exports the list of mappings.

Hide/Show Columns – Columns can be unchecked to remove them from the screen or checked to add them.

 

To complete the mapping for this sample file, follow these instructions:

 

1. Click Service Date to highlight it.

2. Click Select Template Field.

 

 

3. Locate srv_date in the list.

 

 

4. Click srv_date.

5. Click Select Template Field.

 

The column Service Date is now mapped to the Template Field srv_date. Any future imports using this CSV Spec set the dates in the column Service Date to be imported to the column srv_date in the CAREWare database.

 

 

Map the rest of the columns the same way.

 

1. Select each Source File Header or Example.

2. Click Select Template Field.

3. Locate the equivalent Template Field in the list using the search field to narrow down the list.

4. Select that field.

5. Click Select Template Field to complete the mapping.

 

Note: The list of field names can be reduced by using the Search field to look for related terms. Example: In this case, using the terms exp_service, srv_date, or date reduces the number of possible fields in the list.

 

Once mapped, verify that the correct template field matches with the selections.

 

In considering the data that needs to be imported, import settings, and rules about importing client level data, here are some notes to keep in mind:

 

New Clients - New clients can be added from records other than exp_client. However, URN fields are required within the record in order to add new clients. When matching these URN fields, make sure to match them to exp_client.

 

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​Client ID Matching - If matching by Client ID, a custom field, or EHARS State ID, make sure to use the corresponding match_id based on the record being imported. If exp_service is being imported, for example, then match the Client ID with the match_id of exp_service.

 

 

Once the mappings are complete, client level data can be imported using the DTM settings and DTM Spec that was created.

 

 

To begin importing records using this configuration, follow the instructions here for importing DTM files.