Import a prepared Excel file to the Directory

Created by Joshua Ort, Modified on Sat, 13 Apr at 3:54 PM by Sandra Serafini

After you have prepared your Excel file, use this tutorial to guide you through importing it into the Directory.

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1. This tutorial shows how to import an Excel file into the Directory.

The tutorial on preparing the Excel file is here.

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2. To start, click Directory.

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3. Click Import Excel

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4. Click the choose file icon.

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5. Choose the Excel file you want to import from your computer.

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6. Click Open

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7. Click Import Excel File

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8. A preview of the records found in the Excel file is displayed at the top of the page.

Click on Next if you want to scroll through the rows.

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9. If you find an error at this stage, you can edit the row directly by clicking on the Edit icon.

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10. We now need to map the Excel columns to RefInsight.

The platform reads each Excel column header and shows it here.

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11. If the Excel column names are an exact match to RefInsight, we can use Auto Map to automatically map all the matching columns.

If your Excel column headers do not match RefInsight, use the dropdown and select which variable it needs to map to.

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12. Click Auto Map

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13. Since we used the RefInsight Directory template, all the Excel columns are an exact match to RefInsight.

We now need to indicate the format of the Date of Birth (DOB). Note the format is shown in the preview table.

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14. Click What is the DOB format?

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15. Select the DOB format. In this example, it is YYYY-MM-DD (e.g. 2022-01-31).

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16. You can send invites to the Officials Portal automatically by clicking the Yes radio button. If you want to invite some or all of these people later, leave the default No selected.

In this example, we will click Yes.

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17. We can also put everyone in this import into an existing pool.

For this example, we will add them to Test Pool.

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18. Double Click Test Pool to shuttle it from the left to the right side.

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19. Click Continue to Import

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20. Click Continue to Import to confirm all the mappings are completed.

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21. The next page shows a summary of the records in the Excel file and if any profiles are already within RefInsight.

We see a total of 229 records, with 1 profile found and 228 new people.

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22. Click the Profile Found column header to find the profile that already exists within RefInsight.

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23. Click Yes to filter for "Profile Found"

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24. Click the magnifying glass to look more closely at this record.

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25. The left side displays what is in the Excel file. The right side displays what is already in RefInsight.

Compare the two to look for any mismatches.

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26. If the information is identical, you can Delete the Record from the Excel file.

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27. If there is additional information in the Excel Record, such as an additional phone number, you can click Update the Profile info to update the field.

No data in the existing Profile will be overwritten. It can only be added if the field is null.

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28. It may, however, be necessary to edit the existing RefInsight profile, which we will do for this example to edit Address1.

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29. Click Edit User Profile

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30. Click Address1

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31. We are editing the current entry of Circle to its abbreviation Cir.

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32. Click Apply Changes when finished.

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33. Click Update Profile Info to see if other items exist in the Excel record that are different from what is already in the RefInsight Profile.

A log of any mismatches or additions will be displayed at the bottom of the page.

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34. The Status is now updated, and this single Excel record has been processed.

Click Cancel when finished with this record.

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35. Click Remove Filter to see the full list of Excel records.

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36. Repeat these steps for any others with existing profiles to avoid making duplicates.

Click Process All Excel Records when finished.

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37. If any Records could not be processed, the number of records will be listed next to Unprocessed Excel Records.

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38. Check the Processing Error column to see what the issue is. If there are multiple processing errors, set your filter to "Processing Error is not null" from the Actions button.

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39. In this example, there was an error in the formatting of the DOB for one of the Excel records.

Click on the item to filter for it.

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40. In this example, there was a typo in the DOB column for this person that was previously overlooked.

Let's correct the Excel record now.

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41. Click on the magnifying glass next to the person's name.

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42. Click Edit Excel Record

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43. We are now in the Excel file record for this person.

We will now correct the formatting of the Excel DOB.

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44. Type in the correct format (YYYY-MM-DD) of the DOB.

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45. Click Apply Changes when finished.

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46. You can search for existing profiles by clicking on any orange items, such as Last Name, Email1, or USSF ID.

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47. Since no matches were found for any of these items, we can now click Person Not Found - Create New Profile.

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48. Click Cancel when finished processing this record.

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49. Click Remove Filter

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50. All Excel records have now been processed, invitations to the Officials portal have been sent as previously indicated, and the officials have been added to the pool previously selected.

Thank you for watching the tutorial on Directory Imports.

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Here's an interactive tutorial

** Best experienced in Full Screen (click the icon in the top right corner before you begin) **

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