Importing Data

When uploading files to EMP for import, the file must be saved as a .CSV to import correctly. The required fields in the file are first name, last name, and email. The more fields you have to match in EMP, the better, to help eliminate the creation of duplicate student records. 

1. Click Students from the top navigation bar.
2. Select Imports from the drop-down menu.
3. Click New Import.
4. Choose your Import File Type. The three choices are defined as:
   • Student data file – contains student information to be added to student records or to create new records.
   • Notes file – contains information to be added as a note to student records.
   • Student data file and notes file – two separate files, an information file and notes file, imported simultaneously. 
5. Choose your Origin, either:
   • Upload from My Computer: choose a file from your computer. 
   • Upload from Transport: the upload occurs from an SFTP site. 
6. Select your Source (i.e., the category to which you assign a new inquiry from the drop-down). If the source is not listed in the drop-down, you can create a new source and select it for this import. Every record that comes into EMP has a source which can be an important component to building groups.
7. If your file contains special characters, select the encoding scheme in which all or most of the words look correct.
8. Set the Update rules to ensure the data enters EMP correctly:
   • Update if EMP value is blank & file value is not blank: will only update the field in EMP if there is a value in the CSV file. 
   • Update if file value is not blank: will overwrite the current data in EMP.
   • Never Update: will never update the data in EMP regardless if there is data in the CSV file. 
   • Always Update: will update the data in EMP regardless if there is data in the CSV file. 
9. On the Field Matching page, map the value in the file header with the equivalent EMP field (e.g., First to First Name). Once your fields are mapped, EMP remembers the mapping for future imports. Match the file field with the EMP field. 
   • Other fields of note:
     • Entry Year: always to keep data the most relevant. 
     • Stage: select the update to higher stage option to prevent students from being downgraded stages. For example, if a student is an Applicant in EMP, but an Inquiry in the data file, the student will remain in the applicant stage in EMP.
10. Enter the information or confirm the information is correct on the subsequent Option Matching pages, (e.g., GA to Georgia). Then, click Save.
11. Click Complete Import to begin the import process.

You'll receive a notification once the import is completed.