Import participants and replace record participants

Import participants

Users with the “Editor of participants” privilege can use the “Import participants” menu item located in the ribbon of the “Administrator” tab in the main window.

Click on Import participants to open the “Import participants” dialogue. Here, external participants can be imported or updated via a CSV file – a format that is used to transfer large amounts of data between different programmes and databases.

Every line in a CSV file correlates to an external participant. If the participant already exists in F2’s participant register, the participant’s data will be updated with data from the imported file. If the participant does not exist, it is created in the participant register.

Figure 1. Import participants

Fill in the following fields in the “Import participants” dialogue:

Field	Description
“Select import file”	Click on Browse… to select the file.
“Select location for new participant”	Select a location for newly created participants in the participant register. If the participants in the import file must be placed in a new node, first create the node by clicking Add contact.
“Add contact”	Opens the “Create unit” dialogue. From here a new node can be added to the participant register. The new unit can then be selected as the location for the new participants.
“Set ‘Email domain belongs to participant’”	Decide if the “Email domain belongs to participant” field should be ticked in the creation dialogue for the participants listed in the import file.

Field

Description

“Select import file”

Click on Browse… to select the file.

“Select location for new participant”

Select a location for newly created participants in the participant register.

If the participants in the import file must be placed in a new node, first create the node by clicking Add contact.

“Add contact”

Opens the “Create unit” dialogue. From here a new node can be added to the participant register. The new unit can then be selected as the location for the new participants.

“Set ‘Email domain belongs to participant’”

Decide if the “Email domain belongs to participant” field should be ticked in the creation dialogue for the participants listed in the import file.

Click on OK to complete the import.

If the import file contains data for existing F2 participants, the data in F2 will be updated so they correspond to the data of the import file.

If one or more participants cannot be imported, it is possible to save a new CSV file. The new file will contain the participants that were not imported, along with an extra column containing error messages.

CSV file for importing participants

A CSV file used to import participants must contain the 31 columns from the table below. External ID and name must be filled in. The remaining columns may be empty.

#	Column heading	Description
1	External ID	This ID is saved with the participant. If a participant is reimported, the existing participant with this ID is updated with the new data from the CSV file.
2		This column may be empty, but must be included.
3	Name	Name
4	Name, continued
5		This column may be empty, but must be included.
6	Contact person
7	Address	Address
8	Address, continued
9	Zip code
10	City
11	Country code
12		This column may be empty, but must be included.
13	Telephone
14	Fax/cell phone	The value in this field is saved as both a fax and a cell phone number.
15	Postage group	The postage group. Displayed on the participant along with the address.
16	Email
17	Website
18	CVR/SSN number	The participant’s CVR or SSN number.
19	CVR P number
20	Created date	If this field is empty, the current date is used for new participants.
21	Edited date	If this field is empty, the current date is used.
22	Groupcode01	DB07 codes. The codes are saved to the participant. The participant properties dialogue must be configured in order to show the codes. Configurations are performed in cooperation with cBrain.
23	Groupcode02
24	Groupcode03
25	Groupcode04
26	Groupcode05
27	Groupcode06
28	Groupcode07
29	Groupcode08
30	Groupcode09
31	Groupcode10

The "Private phone" field for the participant’s private telephone number can be added through a configuration. Read more in Participants. Configurations are performed in cooperation with cBrain.

Note that the columns above are shown in a table format. In the import file they must be formatted differently. The import file must use a semicolon as a separator between columns. For empty columns, simply do not enter anything between the semicolons. The figure below shows an example of an import file with external participants.

If you create the CSV file as a comma-separated list in e.g. Notepad, a semicolon must be used as a separator between columns. For empty columns, simply do not enter anything between the semicolons.

Figure 2. Comma-separated import file

Replace record participants

When importing external participants, situations can arise in which a deactivated external participant has the same email address as an active one.

It is possible to automatically replace such record participants.

Click on Replace record participants in the ribbon of the “Administrator” tab to perform this task.

Figure 3. The “Replace record participants” menu item

This will replace the record participant reference (docID) to each deactivated participant on records with the newly imported active participant.

Only external participants can be replaced using this method. Internal F2 users cannot be replaced this way.

It is possible to restrict access to specific external participants in the participant register using the F2 Access Restriction for Participants add-on module (documentation available in Danish). An external participant with access restriction can only be seen and found by the unit who set the access restriction.

If a participant with access restriction is replaced by a participant without access restriction, the record participant will refer to the latter. The access restriction is not changed for the participant that is replaced. Replacing record participants can only be done using email addresses.