The Referral Batch Upload lets you create referral records in bulk by uploading a formatted spreadsheet. Use this feature to streamline referrals across Programs and Entities.
Batch Upload Tips:
Check Securities. Is this an action you can take in ETO? Do you have proper securities to allow you to record/edit/update the TouchPoint or Participants?
Start Fresh. Download a fresh template for Batch Uploads. Copy and Paste data without formatting,
Double Check Data. Complete all required fields, duplicate check information, make sure dates are accurate, double check data
Test. Upload 1-2 rows of test data to ensure a proper upload
Upload. We do not recommend uploading over 600 rows at once. Larger files may take longer to process.
Important Notes
In order to ensure upload success, do not alter or delete any columns from the template when attempting a Referral Batch Upload.
Internal Referral Batch Uploads will not enroll Participants if the target program within the target site has the "Auto-Accept Referrals" setting enabled under Manage Programs > "Target Program" > Internal Referral Settings.
For Site-to-Site referrals, the Batch Upload template must be generated from the referring/originating site. The file must only contain participants from the referring/originating site, otherwise the upload may go through without inserting any participants.
Step-by-Step Instructions
This option will allow you to either insert or update referrals via Batch Upload.
Step 1 – Download the Referral Batch Upload template
On the Navigation Bar, click on Site Administration. Then select Batch Upload. Under the Generate Template heading, select Referrals from the drop-down.
Select the Site from which you want to send the referral from the drop-down.
Once the Site is selected, the referral forms from that Site will populate. Check the box next to the referral form you want to use for the referral. The referral form's elements and questions will be the basis for the Batch Upload template.
Click the "Generate Template" button to download the template and ensure your file contains the most current referral field names.
Step 2 – Open the template
A prompt may appear in your browser to open the downloaded file.
There will be two tabs in the spreadsheet; the first tab contains instructions on how to use the template and the second tab is for inserting your actual data. The second tab should include the required key fields of the referral form in the header row, such as the Participant, program, and referral information.
Step 3 – Enter required data into the columns
UpdateorInsert
Use "Insert" to create new referral records or "Update" to modify existing referral records using the ReferralID.
Participant Area
EnterpriseParticipantIdentifier is required for every referral.
FirstName and LastName fields are optional.
UserIDOrEmail
Enter the UserID or User Email of the staff member making the referral.
ReferringProgramIDOrName
Use the ProgramID or Program Name of the referring program.
ReferralTypeResponseID
This column is only required if you're updating an existing referral.
Referral Form Area
Additional required questions in the selected referral form will present as a separate column in the template. Enter the appropriate values based on the question types.
ProjectedProgramStartDate
This column is only required if this feature is enabled for the selected referral form.
Services Area
The services listed in the Services Provided feeder table will present as a separate column in the template. These columns are optional.
Type "Yes" or "No" depending on whether the Participant needs the service. If left blank, the upload will assume a "No" value.
ReferralDate
The date entered in this column must be today's date or an upcoming date in the future.
Target Area
Confirm whether the Participant is being referred to a Program or Entity.
If the "Target Provider" is a Program, you must enter one of the following options:
Program ID under TargetProviderID AND "Program" under TargetProviderType
"Program" under TargetProviderType, program name under TargetProviderName, AND program Site ID under TargetSiteID.
If the "Target Provider" is an Entity, you must enter the Entity ID under TargetProviderID AND "Entity" under TargetProviderType.
Dismiss Area
Under the "Dismiss from Program" column, type "Yes" or "No" to choose whether to dismiss the Participant from their current program on the date of the referral. If left blank, the upload will assume a "No" value.
If selecting "Yes", the Reason for Dismissal column should contain a value matching one of the options in the Reasons for Dismissal feeder table.
Step 4 – Save your CSV
Valid file types for use with the Batch Upload feature are .csv and .xlsx. If .csv is the selected file type, commas cannot be included in the file (use find/replace to eliminate commas). The file can be renamed based on your preference.
Step 5 – Upload the file
Under the "Upload File" heading of the Batch Upload page, select Referrals from the drop-down then click "Select file".
Find the updated template from your computer and click "Open" in the pop-up window. Once the file is ready, you'll see the text "Done" with a check mark. Then, click the "Begin Upload" button.
Click the Finish button on the confirmation screen.
Check the In Progress tab to see if your upload is in progress.
If there is an error in your spreadsheet, the upload will not be successful. From the In Progress tab, click the Fix Errors button in the Action column.
On the Error Summary page, click the Next button.
Note: You may need to expand a collapsed line in the table to see the errors.
Fix the noted areas in the "Did you mean...?" column by typing the the correct value or selecting the correct value from the drop-down and then click the Next button. Repeat this step for all errors.
The first few columns will show you the information that you attempted to upload that was incorrect.
The Count will show you the number of times this error occurred.
The Did you mean...? column will allow you to correct the errors.
You will not be able to click the Next button until all errors are corrected.
If you must navigate away from fixing errors, your changes will be saved and you will not need to repeat your corrections.
Click "Finish" on the confirmation screen.
Success – If your file is successfully uploaded, you will see the information under the Complete tab at the bottom of the Batch Upload page. The upload type will be Referrals.
If you click on the File Name, you will see the log details for the upload.
