Client Import Settings

Client Import is an optional feature that allows you to reduce data entry by importing some client data from an external data source, like a university registration system. Data can be imported into the client screen. Data can also be imported into a data form that you specify (e.g. demographics). You can use client import to update records for existing clients, or to add new clients. The Client Import feature requires an additional one-time fee.

You will need assistance from your IT group to set up the client import. It is strongly recommended that your IT group assist you in completing Steps 9-10 and Steps 19-20.

1. Determine the data that you want to import from the external system. (Note: You can import any of the information that appears on the client screen or on one data form.)

2. Send the client import .pdf document that you received with your order to your IT group with a request for:

o	Database field names for the data that you want to import (i.e., client first/last name, ID number, date of birth, gender, race, GPA, etc.)

(Note: If your IT group needs more information, they should contact the Titanium Support at support@titaniumsoftware.com)

7. Enter the Client Import activation key that you received in an email after you placed your order.

8. Copy the ODBC Connection String that you received from your IT group, and paste into the ODBC connection string box.

9. Copy the query that you received from your IT group, and paste into the query box.

10. Click Test to determine whether the information in Steps 8 and 9 are correct. If the test is successful, you will see an information message. (Note: If not, contact your IT group for assistance.)

11. Use the pull down menus to select the external database field names for Student ID and client name fields. If desired, also choose a name for the enrollment field.

12. Use the pull down menu to choose when client data should be automatically imported.

13. Use the pull down menu to choose when to automatically create a new data form. (Note: This should match the choice from Step 12.)

14. If desired, choose the data form to be created, and the client note type to be created for the data form. (Note: If support staff users will be performing client imports, the note type should be "general use.")

15. From the pull down menu, choose when enrollment status will be automatically checked. (Note: This will most likely match what you chose in Step 12.)

16. If desired, click the check box to add a button to the client screen to allow manual client imports (Note: If in Steps 12 and 13 you chose "never," then you must click this check box or you will be unable to use the feature).

17. If desired, click the check box to add a button to the find/add client screen to preview client import data.

19. Use the list screen to create a list of Titanium Schedule fields that will be automatically populated when client import runs.

o	Select the Titanium screen where the data will appear (client screen or data form)

o	Select the external database field name where the data is stored, which you received from your IT group.

If desired, set the Field Applicability to new clients only or existing clients only. (Note: By default, data for all fields will be imported every time client import is run. But center administrators can choose to have some data imported only when the first import is run so that the data won't be overwritten by subsequent imports or to have data not imported when the client is created but imported thereafter.)

20. Click the Map Values button for each list item. (Note: If mapping isn't required, you will see an information message.)

o	For each Source Value which is designated in the external data base, use the pull down menu to select the value in Titanium. (i.e., If the university database uses M/F for gender and your data form values are Male and Female, you'll need to select Male for M, and Female for F.)