Creating Excel to Import
- When updating an entire state's addresses after an election, you are performing a bulk operation. As such, you should evaluate if it is appropriate to perform a Bulk Import as opposed to manual updates in Admin
Call the Clerk's office if you cannot find a directory on the office's website. Convert this file into an Excel document.
NOTE: if a data file or roster is not terribly comprehensive or is far from matching the formatting we use, consider updating addresses manually instead.
- Open up a new worksheet and create the following column headings to match the sections we have in admin: Admin ID, Name, Capitol Address, City, State, Zip Code, Phone 1, Phone 2, Fax 1, Fax 2, Toll Free, TDD-- District Address 1, City, State, Zip Code, Phone 1, Phone 2, Fax 1, Fax 2, Toll Free, TDD (and so on depending on the number of district addresses available)-- Capitol Email, Capitol Website, Capitol Webmail, District Email, District Website, District Webmail.
- Format the original worksheet, using our Tips for Formatting Data in Excel
- Once everything is properly formatted, copy and paste the columns into the appropriate columns of the second worksheet. Look around on the official website to see if there are any other listings available that could fill in your blank columns. If a category such as Capitol websites are available but not in a list format, make note of this but do not enter them individually into the excel. These categories will be updated manually during the first check.
- Open the listing of current officials in admin. Sort the listing so that it matches the sorting of officials in the excel. Do a name check to verify that the excel listing matches the admin listing. If someone is missing from or extra on the excel, contact the Quality Control Manager. Otherwise, copy and paste the Candidate IDs into the Admin ID column of the excel.
- Once complete, have your Supervisor look over it. The Supervisor will then move the document into the "Ready to Be Imported" folder and will contact the IT department.
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