Importing Drug Client/Subjects

Security Requirements

1. You will need to have access to the Drug Testing module.
2. You'll need to have access Tools security option to import into the system.

File Format Information

• The file should be an Excel file with only the information that you want to import into the system.
• The first row is the header for where you want the information to be imported into.
  • Spacing in the header is not required. This means "First Name" and "FirstName" (without quotes) are treated as the same thing.
  • The order of the columns doesn't matter. For example, "First Name" can be the in column A or column G and be imported perfectly fine.
• The file should be kept to 30,000 rows or less but there is no theoretical limit.
  • The reason we say less than 30,000 rows of information is for the upload speed.

Required / Recommended Columns

• Account Code (recommended): If you have access to more than one account you should recommend the account code to assign the client/subject to. If you do not have this field in the import file the system will assign all of the client/subjects to be assigned to your primary account that you logged in as.
• First Name (Required): This is the first name of the client.
  • Optional field name: Address First Name
• Last Name (Required): This is the last name of the client.
  • Optional field name: Address Last Name
• Group Name (Required):
• Case Manager (Required): This is the email address of the case manager.
  • You can specify multiple case managers by having more than one email address. You will just separate with either a comma or semi-colon.
• Active (Recommended): This is whether the client/subject is active or inactive. If this isn't specified the system will use the default value. The default value, depending upon the organization may be active or inactive and is why we recommend you fill in this information.
• Client Number (Required): This is the client number or subject Id. This is used when you're doing a Chain of Custody (COC).
  • Optional field name: Subject Id
• Start Date (Recommended): The system will default to a start date before the current date and can be changed by the organization. This is why we recommend that you fill in the start date. We would recommend using the date of the import for the start date but can be any date.
  • Note: If you use a start date that is after the current date the system will not show the client/subject until the start date is met.
• End Date (Recommended): This is the date the client/subject is no longer going to be part of the drug testing program. If they have a defined end date this would be the date that you use.
  • Note: Once the end date is met the client/subject will be made inactive. The system will default to 12/31/2500 but can be changed by the organization to any date they choose.

Optional Columns

• Drug Testing Client Identifier: This is the identifier for the client/subject. If this is supplied the system will do an update if the unique identifier exists. 
  • Note:
    • The structure of this identifier is a (12345678-1234-1234-1234-123456789012).
    • Each client must have a unique id.
    • No two clients will ever have the same id.
  • Misc Id: This is any miscellaneous id that you have that you want to track a user. This is often used for an id that matches another system.