2. Click File and then select Import from the menu above the toolbar. 3. From the Import window click the Create File to Import button:

Transcription

1 Totality 4 Import How to Import data into Totality 4. Totality 4 will allow you to import data from an Excel spreadsheet or CSV (comma separated values). You must have Microsoft Excel installed in order to create the template necessary to complete the import. Step by Step: 1. Open Totality 2. Click File and then select Import from the menu above the toolbar. 3. From the Import window click the Create File to Import button: 4. Microsoft Excel opens with the Totality 4 import template displayed. Follow the instructions on page 1 of the import template. The instructions are reprinted below as a part of this tutorial.

2 5. Open the file that contains the data you wish to import into Totality. This can be a CSV (comma separated values) or Excel spreadsheet file. Copy the data from this file and paste it into the New Totality import spreadsheet beginning in cell A2 (which will overwrite the import instructions).

3 6. For each column that contains your data, click on the "(Not Assigned)" header in row 1 and then click on the down arrow on the right side of the cell. Select the Totality field name where the data in that column should be imported. You can also see a list of all the field names on the Field Names tab/worksheet. 7. Once you selected a header for every column that you wish to import you should delete the remaining (Not Assigned) headers. You can do this by highlighting the columns and then right clicking them and choosing delete. See Image above. 8. After you have deleted the unused "(Not Assigned)" headers, save this spreadsheet with a new name. Make sure you know the name of the spreadsheet and where you saved it. 9. Run Totality 4, click on the File menu, and select Import.

4 10. On the Select File tab of the Import window, click the Browse button and locate the spreadsheet that you saved in step 8 above, click on it, and then click the Open button. 11. If Totality finds any errors in your data, the errors will appear in the Error List on the Select File tab. Make the necessary corrections and then try again. 12. If Totality has detected no errors in your import template you will receive the message above and can safely import your data. 13. Click the Import button on the bottom of the window to begin the process. Please be patient as the import process can take several minutes. Once the import is finished you should check your data for the imported claims and verify that the information is correct. If the information is incorrect you can undo the import and modify your template to correct the problems.

5 Troubleshooting a failed import. If an attempted import fails because of problems found in the import template, Totality will display them on the Errors List tab. The description of the error will outline what it is you need to fix in template. If the data imported is incorrect you can choose to undo the previous import by selecting the History tab. Choose the last import that was processed and click the Undo button. Please note that this will delete ALL claims that were imported even if they have since been modified. Common import problems / solutions If the import fails for any reason you may try some or all of the following solutions. If you have tried the following tips and still cannot import, please contact support at (858) Excel may have formatted the data in some of the fields incorrectly. You can resolve this by right clicking the column for the problem field and choosing Format Cells. Format the cells according to what type of data they contain. Date fields should be formatted as the default, for example 3/14/ Delete all trailing (Not Assigned) columns as outlined in step 7 above. 3. Save your import template as a CSV (Comma Separated Values) file instead of an XLS (Excel spreadsheet) file. This can sometimes improve import speed because Totality does not have to convert the file. 4. You may have too much data in one field. Split address information into multiple fields such as Debtor City, Debtor State, Debtor Zip. Totality cannot import these fields all under the Debtor Address heading.