8.4 Updating Existing Data Using Import Data Templates

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Not only can Data Templates be used to import new Child Profiles, Caregiver Profiles, and screening data, but Data Templates can also be used to update existing ASQ Online data. Within ASQ Online, there are three identifiers that are used as a basis to update data: Child ID, Alternate Child ID, and Caregiver ID.

8.4.1 Child ID, Alternate ID, and Caregiver ID

Child ID

When a Child Profile is created or imported, ASQ Online automatically assigns a unique numeric Child ID to that Child Profile.

Alternate Child ID

In addition to the Child ID, there is a field in the Child Profile for an Alternate Child ID. If a program uses an ID to identify Child Profiles, or if there is a unique identifier from another database or management system, that information can be entered into the “Alternate Child ID” field.

Caregiver ID

When a Caregiver Profile is created or imported, ASQ Online automatically assigns a unique numeric Caregiver ID to that Caregiver Profile.

8.4.2 Updating Existing Child/Caregiver Records

All of the Import Data Templates within ASQ Online include the Child ID, Alternate ID, and Caregiver ID data field columns. However, when these fields are left blank in an imported file, a new Child Profile is always created. To update an existing Child or Caregiver Profile, be sure to include at least one piece of identifying information, for each profile, in the form of a Child ID, Alternate ID, and/or Caregiver ID, within the import file Data Template. Instead of creating new records, the system will update the existing records based on the Child ID, Alternate ID, and/or Caregiver ID that you have entered.

To use a Data Template to update existing data:

Download the appropriate Data Template and prepare your data for import.
Select Program from the top navigation menu.
Select the Import Data Quick Link.
Select the Import Data Template you wish to use, from the “Import type” drop-down menu.
Click the Browse button to select the file you wish to upload, from your computer. NOTE: The file must match the selected template in order to successfully import the data.
Once the file has been selected, click the Import button.

If you are using a Child ID to update existing data, the system will automatically update any existing data associated with that Child ID.

If you are using Alternate IDs to update existing data, a message will appear listing the Alternate Child IDs. For each Alternate ID, select either “Override” (to update the existing record), or “Don’t Import” (to not take any action at this time). Then click the Update button.

If the files imported successfully, you will receive a confirmation message that the records have been updated.