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CSV Files Import and Export |
The CSV Import/Export feature allows the ability to import or export card files that are saved in a CSV (Comma Separated Value) format. Importing/exporting data between two applications allows the ability for the two application to share data. CSV files can be edited in most applications (Excel, NotePad, etc.). You will use the CSV Import/Export feature if:
• You are upgrading from EntraPass DOS or WinPass 64 and you want to retrieve the cards created in these previous versions.
• Your company desires to import the card database information into the payroll system. Using the Import/Export feature will save a considerable amount of time in setting up the card holder database.
• Your company has a new database: instead of having to reprogram all the information already available in the card database, the system administrator could export the data contained in the card database (names, departments, card numbers, etc.) into a CSV file that can be imported into the target database.
NOTE: The CSV Import/Export feature imposes a number of rules: each field contains a specific value format that has to be respected. For example, the card state field will only accept the following values (0=valid, 1=invalid, 2=stolen/lost).
To Import/Export card information, you may use Kantech pre-defined patterns or you may create your custom patterns.
Using a Predefined Pattern
Two patterns are available: the EntraPass (1,2,3) and the WinPass64 model. You may use the template “as is” or you may edit it.
1 - From the Users toolbar, select the Import/Export CSV file button.
2 - From the Select operation drop-down list, select either Import or Export .
3 - In the Available Patterns pane, select the pattern you wish to use. This depends on the software you are upgrading from.
4 - Use the Edit pattern button if you want to edit the pattern.
Creating a New Import/Export Pattern
This menu lets you create your own import/export mask that will be used to import or export CSV files.
1 - From the Users toolbar, select Import/Export CSV File button. The system displays the Import / Export CSV file window.
2 - From the Import/Export CSV file window, click on New Pattern . The New pattern window displays a list of all the fields that are available in the EntraPass card databases. They contain specific value formats that have to be respected. For example, the card state field will only accept the following values (0=valid, 1=invalid, 2=stolen/lost).
3 - Double-clicking on the available fields or using the left and right hand buttons moves the field back and forth. Once the fields are selected, you can use the red Up / down arrows to organize information (this will indicate how information will be arranged in the CSV file).
NOTE:
The
card number must always be selected for every pattern including a specific
card. For example, if you select the field
4 - Specify the Add code and Modification code . These codes are used by the system to identify, when importing a file, which card has to be modified or added to the card database. Default add code is “+” and default modification code is “+”.
5 - Select the Delete code . This code is used by the system to identify, when importing a file, which card has to be removed from the card database. Default delete code is “-”. Field separators can be: tab, space, comma, semicolon (;) and other.
6 - Select the Field separator . This code will be used to separate the selected fields when importing or exporting data. Usually a comma (,) is selected. Keep this in mind when adding users’ last names and first names separated by a commas.
7 - Select the Date format . The date will be exported or imported according to the specified format. The most commonly used format is YYYY/MM/DD. Other date formats are:
• MM/DD/YYYY
• DD/MM/YYYY
• YY/MM/DD
• MM/DD/YY
• DD/MM/YY
NOTE: The Use DLL feature allows you to enable a program that will convert specific card numbers. You may use the Remove DLL when you do not wish to enable the program that converts card numbers.
8 - Click OK to exist the pattern window and to specify the new pattern name.
9 - Enter the pattern name, then click OK . The system automatically returns to the Export/Import CSV file window. The pattern you have just created is displayed in the Available patterns list.
10 - If you want to add or remove fields from your pattern, double-click the new pattern to edit and make the necessary modifications. Now you can import or export your information using the new pattern you have just created.
Exporting Cards
Your organization may need to export the card database data into another application. You may use a predefined template or create a custom template.
1 - From the Users toolbar, select the Import/Export CSV File button. The system displays the Import / Export CSV file window.
2 - From the Select operation drop-down list, select Export .
3 - From the Available patterns list (left-hand pane), select the pattern you want to use when exporting cards. If necessary, you may edit the pattern so that it matches the target application pattern, else, you may create a new one. (For more information on how to create a pattern, see Creating a New Import/Export Pattern).
4 - For the Transaction file, click on the three-dot , then select the folder in which EntraPass will save the card database content. You can open the CSV file in Excel, NotePad, etc.
5 - Once you have selected/created an export folder, click OK to return to the Import / Export CSV file window.
6 - Click the Export button; it is enabled once the transaction file is selected. The system displays a window allowing you to filter the cards you want to export.
NOTE: For cards to be included in your file, they must match all the selected filters, if one or more filters are not matched, the card will not be included.
7 - In the Export Card’s filter window, specify the cards you want to export. Once you have made all your selections, click the Export button. The Import / Export CSV file window appears.
NOTE: The Transaction file field shows the target file name and location. By default, the export file is saved in the specified folder (Exportdata, in this example). The status bar (lower part of the window), shows the number of imported cards (1, in this example). The default name is YYYYMMDD.csv. You can open the target file with NotePad for instance.
Importing Cards
1 - From the Users toolbar, select the Import/Export CSV File button. The Import / Export CSV file dialog will display on screen.
2 - In the Select Operation drop-down list, select Import.
3 - Click the Available patterns button to select the pattern that will be used to import the cards information (for more information on how to create a pattern, Creating a New Import/Export Pattern).
4 - For the Transaction file, click on the three-dot, browse your hard drive to the CSV file that contains the data to import into the card database .
5 - Once the file has been selected, click Open . You will return to the Import / export CSV file window.
6 - If no errors are present (or once you have corrected errors), click Import to complete the operation.
NOTE: The system scans the file to be imported; then it displays the results using a colour code. Each entry is identified by a colour flag. A yellow or red flag identifies an entry in error. Errors are frequently caused by the patterns. You have to select another pattern or edit the pattern you are using so that the pattern entries have to match the source file entries. There may be errors also even if the transaction code is identified by a green flag.
Correcting Import/Export Errors
The CSV Import/Export feature imposes a number of rules: each field contains a specific value format that has to be respected. For example, the card state field will only accept the following values (0=valid, 1=invalid, 2=stolen/lost). The pattern used has to match the pattern used by the source file. The present section will assist you in correcting import/export errors.
1 - Click the Import or Export button to start the transaction (the following example illustrates a case of importing CSV data). The lower part of the window displays the number of cards in the list.
NOTE: Although entries in the Transaction code column are identified with a green flag, the Card number column is empty. This indicates problems in the pattern conversion.
2 - Click the Import button.
NOTE: The Error button is enabled because the system encountered problems during the import transaction.
3 - You may click the Error button to display information about the error. The Process error window shows that the pattern used is invalid.
4 - Click the Close button to go back to the Import Export window.
5 - In the Import/Export CSV window, double-click the pattern you have used for the Import transaction (Custom, in the example above).
6 - From the Field separator drop-down list, select Comma as the field separator, then click OK. Data in the Card number field indicates that the import transaction will be successful.