Preparing to Import Records

Administrators can download existing agency data for review prior to uploading mass changes to the existing users, organizations, and official assignments. Once the data download template is edited, the template can be uploaded via the Import Type field.

1. Click Admin.

2. Click Import Records under Users and Permissions.

   

3. The Data Import page opens the data import tool. Follow the instructions to create an import file and select the corresponding template.

4. From the Data Download, click the appropriate Download [Type]. An excel template download will be available.

   • Download Organizations: The Download Organizations Template downloads existing organization structure.
   • Download Official Assignments: The Download Officials Template downloads users assigned to an official role.

   

5. Click Open. The download template will open and provide the agency data.

   

6. Edit the files. If updating profiles through user import:
   • Optional fields that are left blank will retain their existing value in USA Performance.
   • Optional fields containing ClearField* will clear the existing value in USA Performance.
7. Once the fields are completed, the file must be converted to the following types: .xls, .xlsx, or .csv, prior to importing.

Data Import Templates

Administrators can create and update import types through the data import templates: user accounts, officials, agency identifiers, social security numbers (SSNs), and organizations. Utilize the templates to populate the required fields.

8. Click the Import [Type] Template hyperlink to download the file.

   • Create User Accounts: The Import User Template creates or updates user accounts. An organization must be established in the system to assign the user.
   • Assign Officials: The Import Officials Template assigns Rating and Reviewing Official roles to employees.
   • Assign Agency Identifiers: The Import Agency Identifiers Template assigns or updates agency identifiers for existing user accounts.
   • Assign SSNs: The Import SSNs Template assigns or updates SSNs for existing user accounts.
   • Create Organizations: The Import Create Organizations Template creates new organizations for an agency. An organization must be created or updated in the system for an user account to be created.
   • Update Organizations: The Import Update Organizations Template updates existing organizations information. 

   

9. An excel template download will be available. Open the file.
10. The template provides Instructions and Definitions on two tabs to provide further instruction on completing the spreadsheet. It is important to read the instructions carefully as the file must be formatted correctly and the data must be accurate. The first tab in the file, titled Sheet 1, is used to populate the information. This tab also includes validation rules to help identity if certain fields are entered in an incorrect format. 
11. Complete Sheet 1 for the data fields listed below. This information, as well as a description of each field, is also on the Definitions tab within the Instruction File. 
12. If updating profiles through user import:
    • Optional fields that are left blank will retain their existing value in USA Performance.
    • Optional fields containing ClearField* will clear the existing value in USA Performance. 
13. Once the fields are completed, the file must be converted to the following types: .xls, .xlsx, or .csv, prior to importing.