Person Screenings Import Type

This article pertains to Development 3.

Overview

The Veracross Data Importer allows you to import screening information into Axiom for reporting use. This information is stored on the Screenings tab of the Person record. The Person Screenings import only adds new screening information to person records; it does not update existing screening information. Screening sources must exist in Veracross prior to the upload. If you have a new screening source to add, add it before beginning the import. This can be done from the +Add menu on the Development homepage

Importing person screening information involves:

  1. Preparing the data for upload using the "Person Screenings" import type template found at import.veracross.com/your_school.
  2. Uploading the data using the Veracross Data Importer.

Flexibility in this Import Type

The Person Screenings import type is designed to be flexible in the information that is being imported — each column beyond the first three can be whatever value you'd like. The column headers are mapped directly to the Field column on the Screenings tab of a person record, while the value entered in the rows beneath the header are mapped to the Value column in the same place.

How information entered through this import type is stored within Veracross.

For example: in the image above, there is a column named "airplane_owner" in the import type and Adam Herman (person ID: 3077) has a value in this column of "No". After this import has been compeleted, on the Screenings tab of Adam's Person record, there is a line in the "DonorSearch - Mar 08, 2019" collapsable query result screen with a Field value of "Airplane Owner" and a Value value of "No".  

Preparing the Data for Upload

Prepare a comma-separated-value (CSV) file containing all data to import. This file must contain the three columns in the order listed below. Beyond these first three, however,  the columns will vary depending on the screening source and what information you want to import.

Recommendation: Use the import template provided at import.veracross.com/your_school, rather than creating your own CSV file. This can eliminate many unintentional errors.

Standard Fields in the Import Type Template

Column (Field) NameNotes
person_idRequired value. Numeric format. Supply the internal Person ID from Veracross. Find it in the Person ID column of a standard Find Person query on the Main homepage (and many other places).
screening_sourceRequired value. Text format. The screening source of the information being entered into Veracross. Find it in the Description column of a standard Development Research Sources query on the Development: Configuration homepage.
screening_dateRequired value. Date format (YYYY-MM-DD). The date the screening data was collected from.

Considerations with User-Defined Fields

There are additional things that must be considered while using this import type with specialized fields:

  • the column headers (field names) must be written as snake case (no capital letters and underscores instead of spaces). Once  they are imported, within Axiom, the underscores are replaced with spaces and the first letter in each word is capitalized.
  • both field names (column headers) and values have a character limit of 400 characters
  • categories for screening information cannot be set via this importer — they must be manually adjusted within Axiom on the Screenings tab of the Person record, or by using batch update query functionality.
  • anything populated in a cell will be imported. This means if a "0" is entered into a cell, possibly indicating missing data, that value will still be imported. Cleanup of data should be done on the CSV before import. Blank cells will not create records.

Q&A

QuestionAnswer
Can I find this information on a Constituent record?You can! Though, screenings data is by person, rather than by household, so clicking into a constituent record shows screening data for everyone in the household. 
How can I easily get screenings information into a query or report?Screening data can easily be pulled into the "Person Screening" function field. From here, you can tailor this information however you'd like!