Arlo allows you to import certifications from a spreadsheet using the certification importer tool.
The tool can be used for a one-off import or as part of a routine process to update certification information.
- Read our tips for importing data.
- Requires only the Certification, FirstName, LastName, and EmailAddress columns to be included in the import file. All other supported columns can be added or omitted as required.
- Organisations cannot be created using the certification import. We recommend doing a contact import with the organisation details first.
- Matches and updates existing contact details if the rules for updating contacts are followed.
- The import file must be a CSV (comma delimited) file type. Use the Save as feature in Microsoft Excel to save the import file in the correct file type format.
- Open the Certifications menu item.
- Press Import Items.
- Click Download the template file and fill it in with the information you would like to import. Ensure you review the columns and rules for using the importer.
- Choose whether or not to update existing contact and certification information. Learn more about updating existing records.
- Choose communication options.
- Add your completed CSV import file to the wizard by pressing Browse.
- Press Upload Certifications to begin the import. If any errors are detected they will be displayed on-screen.
The importer is designed to allow you to update the details of existing contacts. Arlo will attempt to match a contact being imported with an existing contact when:
- The FirstName, LastName, and EmailAddress are the same
If you choose to update existing information where a match is found and ignore empty fields is selected then if the existing contact contains data in a field and:
- The same field being imported also contains data, then the data in the existing field will be updated with the data being imported.
- The same field being imported has no value (is blank), then the data in the existing field will not be changed.
- The field is not included in the file being imported, then the existing data will remain unchanged.
If you choose to update existing information where a match is found and, if the existing contact contains data in a field:
- The same field being imported also contains data, then the data in the existing field will be updated with the data being imported.
- The same field being imported has no value (is blank), then the data in the existing field will be deleted.
- The field is not included in the file being imported, then the existing data will remain unchanged.
If you do not choose to update existing information, then, where a match is found, the details for the existing contact will not be updated.
The following table provides a list of columns that can be included in your import file. The table also includes any additional rules that must be followed for an import to be successful.
- Column headings are not case sensitive.
- All fields have a maximum number of characters that they will accept. Typically this is either 63 or 127 characters.
- If an import fails with an Inner Exception error, look for a field in your import file that exceeds this character limit then edit it down.
| COLUMN HEADING | REQUIRED | VALUE | NOTES |
|---|---|---|---|
| FirstName | Yes | Single line of text |
Arlo creates a new contact as part of the process or uses an existing contact if a match is found. A match is based on the first name, last name, and email address being the same. |
| LastName | Yes | Single line of text | |
| EmailAddress | Yes | Valid email address | |
| Certification | Yes | Single line of text | Certification template name. |
| Code | Single line of text | ||
| Code2 ("Alternate code") | Single line of text | The database name for this column maybe labelled differently on your platform. For example you may have changed the name to alternative code or external code. | |
| ID | Unique number | Arlo generated unique number. | |
| Renewal | TRUE or blank | Determines whether a certificate is a renewal ("TRUE") or an original. | |
| DateCertified | Date format: d-mmm-yyyy | e.g. 1-Mar-2022. Learn how to format the dates. |
|
| DateExpires | Date format: d-mmm-yyyy | e.g. 1-Mar-2022. Learn how to format the dates. |
|
| CertifiedbyFirstName | Arlo creates a new contact (for the "certifier") as part of the process or uses an existing contact if a match is found. A match is based on the first name, last name, and email address being the same. |
||
| CertifiedbyLastName | |||
| CertifiedbyEmailAddress | |||
| CertifierID | |||
| DateApproved | Date format: d-mmm-yyyy | e.g. 1-Mar-2022. Learn how to format the dates. |
|
| ApprovedbyFirstName | Arlo creates a new contact (for the "approver") as part of the process or uses an existing contact if a match is found. A match is based on the first name, last name, and email address being the same. |
||
| ApprovedbyLastName | |||
| ApprovedbyEmailName | |||
| Comments | |||
| Note | Plain text or HTML | ||
| Note2 | Plain text or HTML | ||
| Note3 | Plain text or HTML | ||
| Note4 | Plain text or HTML | ||
| Status | Plain text or HTML |