Overview
The Self-Service Data Import Tool is located on the Records tab. Using the tool, you can import learner profile and participation data (including registration and completion data) from a Comma-Separated-Value (CSV) formatted file.
The Data Import Tool can be added to your account at no cost. Please contact Rievent to schedule adding the import tool to your account. Data import tool training is also available upon request.
Important Data Import Tool Behavior Notes:
- By default, records will be imported into the currently selected activity.
- To import records into multiple activities, include an "Activity ID" column in the data, with the ID values corresponding to each activity's unique identifier. Where do I find the Activity ID?
- Credit is not additive when importing the same record a second time. The system will replace the old credit data with the new credit amount.
- Existing learner records are matched on the basis of email address.
- Imported record data (including, but not limited to, credit data), will replace, not add to, an existing record's data, if applicable. However, existing account profile data will not be replaced by an import; existing account profile data will override imported profile data.
- When importing data for new learners, when they try to log into the system for the first time, the system match their email address with the one used in the imported data and ask them to create a password. The learners will also need to complete any missing profile fields that are required.
- When importing registration data only (no complete dates), you must also provide the LastViewDate column in the CSV file. The value in this field should be the exact same as the RegistrationDate field.
- When importing registrants into multi-location live events, the EventID column is required in the CSV file. The EventID is only required if the activity has more than one event location. For single-location live events and RSS activities, it can be omitted and the importer will determine the correct event to associate the participant registration based on the Activity ID. Where do I find the Event ID?
- When including profession, degree, secondary degree, specialty, or secondary specialty data in the import file, refer to the list of ID mappings here.
- Your "Recent Import History" will be displayed and maintained on the page for future reference.
Step 1: Formatting the Data
Before importing data, it must first be formatted to meet the upload specifications. To access the complete list of supported profile attributes and formatting specifications, go to the Data Import page (located on the Records tab) and click the View Data Formatting Information button. You can also view the complete list here.
.CSV Data Import Spreadsheet Template with Sample Data
Click the link below to download a spreadsheet template you can use with the data importer. Sample data is included for each attribute to show exactly how it needs to be formatted. The spreadsheet contains all the available attributes and columns; however, not all are required for import. Please refer to the Data Formatting Specifications to see which attributes are required for the import and to answer other formatting questions you may have.
Data Import Spreadsheet Template with Sample Data (.csv)
Step 2: Importing Your Data
When you are ready to import data, select the activity you want to import the data into, then click the Data Import link on the Records tab. If you want to import data into multiple activities at the same time, select the All Programs view from the Manage Your Program menu.
Before importing any data, please review the bullet points below:
- Credit is not additive when importing the same record a second time. The system will replace the old credit data with the new credit amount.
- Existing learner records are matched on the basis of email address.
- Imported record data (including but not limited to credit data), will replace, not add to, an existing record's data, if applicable. However, existing account profile data will not be replaced by an import; existing account profile data will override imported profile data.
- When importing registration data only (no complete dates), you must also provide the LastViewDate column in the CSV file. The value in this field should be the exact same as the RegistrationDate field.
- When importing registrants into multi-location live events, the EventID column is required in the CSV file. The EventID is only required if the activity has more than one event location. For single-location live events and RSS activities, it can be omitted and the importer will determine the correct event to associate the participant registration based on the Activity ID. Where do I find the Event ID?
- When including profession, degree, secondary degree, specialty, or secondary specialty data in the import file, refer to the list of ID mappings here.
- Your "Recent Import History" will be displayed and maintained on the page for future reference.
Select the CSV file to upload, then click Import. If there are any errors in the data, the system will let you know where the import failed. A validation message will confirm if the import was successful.
Supported Attributes and Data Formatting Specifications
Supported profile attributes are listed below. The data type and size constraints (in parentheses) are provided for each attribute. Values exceeding size constraints will be truncated during import.
| Attribute | Column Header | Data Type | Additional Details | ||||||||||||||||||||||||
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| Internal Activity ID | ActivityID | Text(128) Special | It is possible to import learner profile records into multiple activities with a single import file. To do so, a special column "ActivityID" should be included and the value of the attribute should be the customer defined unique Internal Activity identifier provided in the production wizard's Activity Info component during activity production. Where do I find the Activity ID? |
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| Live Event Location ID | EventID | Integer | (Live Event Registration Only) 'EventID' is required if the activity has more than one event location. Otherwise, it can be omitted and the importer will determine the correct event to associate the participant registration. Where do I find the Event ID? |
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| External User ID | ExternalID | Text(64) Optional | Unique learner identifier in external system of record. | ||||||||||||||||||||||||
| Email(128) Required | Valid email address. Learners may not share email address. | ||||||||||||||||||||||||||
| First Name | FirstName | Text(64) Optional | |||||||||||||||||||||||||
| Last Name | LastName | Text(64) Optional | |||||||||||||||||||||||||
| Street Address | Address | Text(64) Optional | |||||||||||||||||||||||||
| Street Address 2 | Address2 | Text(64) Optional | |||||||||||||||||||||||||
| City | City | Text(64) Optional | |||||||||||||||||||||||||
| State | State | Text(2) Optional | 2-Letter State Abbreviation | ||||||||||||||||||||||||
| Zip Code | Zip | Text(20) Optional | |||||||||||||||||||||||||
| Country | Country | Text(3) Optional | 3-Letter ISO-3 Country Code | ||||||||||||||||||||||||
| Phone Number | Phone | Text(18) Optional | |||||||||||||||||||||||||
| Fax Number | Fax | Text(18) Optional | |||||||||||||||||||||||||
| Profession | Profession | Numeric Optional | Refer to the list of Profession ID mappings here. | ||||||||||||||||||||||||
| Specialty | Specialty | Numeric Optional | Refer to the list of Specialty ID mappings here. | ||||||||||||||||||||||||
| Secondary Specialty | Specialty2 | Numeric Optional | (see above) | ||||||||||||||||||||||||
| Degree | Degree | Numeric Optional | Refer to the list of Degree ID mappings here. | ||||||||||||||||||||||||
| Secondary Degree | Degree2 | Numeric Optional | (see above) | ||||||||||||||||||||||||
| Company | Company | Text(64) Optional | Company, organization, institution, or applicable affiliation. | ||||||||||||||||||||||||
| Job Title | JobTitle | Text(128) Optional | Job title or profession description. | ||||||||||||||||||||||||
| NPI Number | NPI | Text(32) Optional | |||||||||||||||||||||||||
| Birth Date | BirthDate | Date Optional | Learner's Data of Birth. Example: 2017-02-25
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| Flex Field 1 | FlexField1 | Text(64) Optional | Flex Field 1 Example: 39643
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| Flex Field 2 | FlexField2 | Text(64) Optional | Flex Field 2 Example: 39643
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| Flex Field 3 | FlexField3 | Text(64) Optional | Flex Field 3 Example: 39643
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| Flex Field 4 | FlexField4 | Text(64) Optional | Flex Field 4 Example: 39643
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| Last View Date | LastViewDate | Datetime | Optional date of last participation activity. The date will automatically be set to value of "CompleteDate" if it is provided and "LastViewDate" is not provided. Example: 2017-01-19T12:12:00
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| Activity Completion Date | CompleteDate | Datetime | Required for claiming credit. Example: 2017-01-19T12:12:00
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| Event Registration Date | RegistrationDate | Datetime | Required for live event registration. Example: 2017-01-19T12:12:00
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| Event Attended | EventAttended | Boolean |
Optional value if learner attended live event. Example: true |
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| Credit Option ID | CreditIDs | Integer | Required for claiming credit. Credit option ID must be one associated with the activity. Learners may claim one or more credits offered by the activity. Multiple credit ID's should be separated with commas. Where do I find the Credit ID? |
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| Activity Credit Amount | CreditAmounts | Decimal | Required for claiming credit. Multiple credit amounts should be separated with commas. | ||||||||||||||||||||||||
| Fulfillment Status | FulfillmentStatus | Integer Optional |
Participation records provided with both CompleteDate and CreditIDs information will automatically be assigned the "Real-Time Fulfillment Completed" (value=2) fulfillment status. It is possible to manually override this behavior by explicitly setting the value of Fulfillment Status. A table of acceptable values is provided below. Note: Participation records may be assigned "Queued for Manual Fulfillment" (value=3) in order to push these records into the manual fulfillment queue, enabling follow-up custom fulfillment processing such as web-service integration.
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Where do I find the Activity ID?
Each activity in the Rievent Platform has a unique Internal Activity ID, found on the Activity Info tab of the Production Wizard. From the Production tab, click the Production stage of the timeline to access the Production Wizard. You will see the Internal Activity ID listed on the Activity Info tab.
Where do I find the Event ID?
For multi-location live events, each event's location will have a unique Event ID. With the activity selected, go to the Live Events tab. Then click the Schedule link for the desired event.
In the URL, you will see the Event ID listed at the very end. In the example below, the Event ID is 2354.
Where do I find the Credit ID?
Each credit option available for an activity will have a unique Credit ID. The best way to find the Credit ID is to go to the Programs tab and select the Credit and Certificates link. Then click the desired credit type.
In the URL, you will see the Credit ID listed at the very end. In the example below, the Credit ID for the AMA Physician Credit Type is 1432.
Data Import Documents
Use the links below to download a spreadsheet template you can use with the data importer and the Profession, Specialty, and Degree mappings.
In the Data Spreadsheet Template file, sample data is included for each attribute to show exactly how it needs to be formatted. The spreadsheet contains all the available attributes and columns; however, not all are required for import. Please refer to the Data Formatting Specifications to see which attributes are required for the import and to answer other formatting questions you may have.
Data Import Spreadsheet Template with Sample Data (.csv)