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External recipients are people who do not have WebEOC accounts. You can enter multiple recipients’ contact information simultaneously by uploading their information in a comma-separated values (CSV) file.
A template for this data is provided. The template contains a header row with column titles that correspond to the recipient’s name and contact details. The template also includes a row with example data, that displays the type of data to include in each column.
Note: Remove the example data before uploading your data.
Follow these general guidelines to upload external recipients:
- Download the template available through the notification and use it to structure your recipient data.
- Empty leading spaces in any field are disregarded.
- Duplicate email addresses and phone numbers for a contact are disregarded.
- An empty row is disregarded.
- Save and upload your data as a CSV file.
- You can only upload one file of external recipients on a notification. If the file contains invalid recipients, cancel the upload and correct the errors. Otherwise, if you import the valid contacts, remove the uploaded file and upload a new file with all data in the correct format.
To download the template
- In the Contacts plugin, on the Accounts page, click Import.
- In the Imports Accounts window, click Download Template. The ImportAccountsTemplate.csv file downloads according to your browser settings.
To populate the template
- Through your file explorer, locate and open the template file.
- Retain the header row, as is, without changes.
- Select and delete the example data.
- Enter the recipients’ information, including LAST_NAME, FIRST_NAME, EMAIL, STATUS, ADDRESS, CONTACT_EMAIL_1, CONTACT_EMAIL_2, CONTACT_PHONE_NUMBER_TEXT, CONTACT_PHONE_NUMBER_VOICE, and CONTACT_PHONE_NUMBER_FAX.
- Save the file in the CSV format.
To upload the template
- In the Contacts plugin, on the Accounts page, click Import.
- Drag and drop the saved file in the window, or click Select CSV File to browse for the file. The file uploads. Any errors display in the Validation results window.
- To correct errors:
- Click Your File_Report.CSV to download the error results. Errors are displayed in the Status and Message columns at the end of rows.
- Correct the errors and save the file.
- Upload the file, again (Steps 1 and 2).
Note: To only upload the entries that are valid, click Import Valid.
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