The Import Item Screen is used to provide details regarding a specific data item included in the import. There are three basic types of Import Item Screens - Basic, Historical Date, and Reported Amount - as described further below.

• Location in Import File: used to specify the location of this data item within the import file. For space-delimited files, enter the Starting Column and Ending Column in which the data is located. For spreadsheets and character-delimited files, only the Starting Column is specified to indicate the field's position within the row.
• Format: space to specify a format to apply to a data field upon import.
• Default Value: used to indicate any defaults to apply upon import for fields that are blank within a row. If this item is left blank, no default will be used.
• Multiply By: space for indicating whether the amount in the import file should be multiplied by another amount prior to import. If this space is left blank, no adjustment will be applied. Note that fractions must be provided as decimals (enter 0.08333 rather than 1/12 for example).
• Blank Values: for specifying values to be treated as a blank field in the import file. If there is more than one such value, separate the values entered by a semicolon.
  
  An example of how you might use this area involves an import with a data field that contains N/A for some records. By entering N/A here, you can choose to ignore the N/A and store a blank in the field instead of the actual N/A contained within the file.
• Index: the index of the item to import
• When to Import: (only applicable for certain item types) this is used to specify when (or when not) to import an item.

• Date Location/Format: use this area to enter basic location and formatting information.
  
  
  • Starting/Ending Column: enter the location of this data item within the import file here. For space-delimited files, enter the Starting Column and Ending Column in which the data is located. For spreadsheets and character-delimited files, only the Starting Column is specified to indicate the field's position within the row.
  • Blank Values: for specifying values to be treated as a blank field in the import file. If there is more than one such value, separate the values entered by a semicolon.
    
    An example of how you might use this area involves an import with a data field that contains N/A for some records. By entering N/A here, you can choose to ignore the N/A and store a blank in the field instead of the actual N/A contained within the file.
  • Format: for detailing the format to apply to a data field upon import.
• Date Types in File: use this area to identify whether a fixed or variable date type is used for importing this data item.
  
  
  • Fixed: select the button All dates in column are same type to use a fixed method of import. Here, all dates in this data item are of the same fixed type as specified in the Fixed Type box below.
  • Variable: select the button Date type is determined by codes in file to use a variable method of import. Here, a single column of data contains various types of Historical Dates.
    
    The import file must contain another corresponding field that identifies (via a code) the type of date being import for each record. Use Codes - Starting Column and Codes - Ending Column to specify the location of this additional "Codes" field. (Ending column is not applicable for spreadsheets and character-delimited files.) The Type of Date Varies based upon Code in Import File section below is used to translate the codes in this field into Date Classifications and Date Types that can be used by the system.
    
    Note that the additional "Codes" field included here should not be listed as its own separate item on the data layout. In other words, do not include it in the Row Items section of the Import Row/Provision screen.
• Estimated Indicator: use this area to specify whether this Historical Date has a corresponding field that identifies records for which the date is estimated and to define the details of such indicator field.
  
  Check the box File includes estimated indicator if such a corresponding field exists. Then, enter the values in the field that identify estimated dates in the Value in File space. If there is more than one value used to indicate a date is estimated, such values should be separated by a semi-colon. Use the Starting Column and Ending Column spaces to enter the location for the estimated indicator field. (Ending column is not applicable for spreadsheets and character-delimited files.)
  
  Note that the estimated indicator field should not be listed as its own separate item on the data layout. In other words, do not include it in the Row Items section of the Import Row/Provision screen.
• Treat imported date as a correction to an existing date if a date of the same classification exists: select this box to override an existing date contained within the database with the date in the import file if it has the same classification and type. If you want to add the date for each person imported regardless of whether a date of the same classification and type already exist, then this box should not be checked.
• Ignore any dates prior to/after: use these boxes to help eliminate any unreasonable dates from the import. For example, by checking the box Ignore any dates prior to and entering a date, dates in this data item before such date will not be import. This is useful if a date field contains a dummy date like 1/1/1800 for some records that you don't wish to import.
• Fixed Type: for use with fixed date type imports, as indicated by a selection in the box All dates in column are same type above. Select both a Date Classification and Date Type.
• Type of Date Varies based upon Code in Import File: for use with variable date type imports, as indicated by a selection in the box Date type is determined by codes in file above. This section translates the date type codes contained within the "Codes" field identified above into a format that the system can use.
  
  
  • Code Definition Use the green "+" button to add a row to this section, select the new row and then double click to edit its contents. For each code, identify the code itself in the space labeled Value in Import File, then the corresponding Date Classification and Date Type in the Value in Database section. You must define all codes in the import file by entering a row for each. Use the red "-" button to delete a row from the list.
  • Column includes date of death: check this box to indicate that this date field includes dates of death. If checked, then enter the code (contained within the "Codes" field) corresponding to a date of death in the space labeled File Value.

• Amount Reported: use this area to enter location and other basic information.
  
  
  • Starting/Ending Column: enter the location of this data item within the import file here. For space-delimited files, enter the Starting Column and Ending Column in which the data is located. For spreadsheets and character-delimited files, only the Starting Column is specified to indicate the field's position within the row.
  • Multiply by: space for indicating whether the amount in the import file should be multiplied by another amount prior to import. If this space is left blank, no adjustment will be applied. Note that fractions must be provided as decimals (enter 0.08333 rather than 1/12 for example).
  • Blank Values: for specifying values to be treated as a blank field in the import file. If there is more than one such value, separate the values entered by a semicolon.
    
    An example of how you might use this area involves an import with a data field that contains N/A for some records. By entering N/A here, you can choose to ignore the N/A and store a blank in the field instead of the actual N/A contained within the file.
  • Treat zero in file as blank (ignore): check this box if a zero value in this field should be stored as a blank.
• Amount Effective/Stop Dates: use these areas to provide the effective date and stop date of the amount being reported. These dates can each either be a fixed date or a date contained within the file as described below.
  
  
  • Fixed: select the button Fixed Date and enter such date if the amount being reported always has the same effective/stop date.
  • Variable: select the button Date in File if the effective/stop date for the amount varies and is contained within the import file. Use Starting Column and Ending Column to specify the location of the effective/stop date field and the Format space to enter its format. (Ending column is not applicable for spreadsheets and character-delimited files.)
    
    Note that the effective/stop date field included here should not be listed as its own separate item on the data layout. In other words, do not include it in the Row Items section of the Import Row/Provision screen.
• Conversion of Text in File: for specifying the rules used to convert non-numeric information contained in the import file to numeric information for storage in the system. Use the green "+" button to add a conversion rule, then double click on it to access the Value Conversion screen. Enter the text located in the file into the Value in File space and corresponding numeric value to be stored in the system into the Converted Value space on this new screen.
  
  For example, if a file contains the text value A to denote group 1 and B to denote group 2, you would create two conversion rules using the green "+" button. One would have a Value in File of A and a Converted Value of 1, the other would have B and 2, respectively.
  
  Note that no two conversion rules may contain the same text value in the import file.
• Optional Items: for providing the location of additional reported amount detail you may wish to include in your import.
  
  Note that any additional fields included here should not be listed as their own separate items on the data layout. In other words, do not include them in the Row Items section of the Import Row/Provision screen.
  
  
  • Primary/Secondary Additional Identifier: check this box if this Reported Amount has a data field that contains a primary/secondary additional identifier for import. Use Starting Column and Ending Column (if applicable) to specify the location of this field.
  • Date Received: check this box if you wish to import a field that contains the date the Reported Amount was received. Use Starting Column and Ending Column (if applicable) to specify the location of the field on the import file and the Format space to enter its format.
  • Estimated Indicator: check this box if this Reported Amount has a corresponding field that identifies records for which it is estimated that you wish to import. Use the Starting Column and Ending Column (if applicable) spaces to enter the location for the estimated indicator field. Enter the values in the field that identify estimated amounts in the space labeled Estimated Values. If there is more than one value used to indicate an amount is estimated, such values should be separated by a semi-colon.
  • Comment Information: check this box if you wish to import a field that contains comments associate with this Reported Amount. Use the Starting Column and Ending Column (if applicable) spaces to enter the location for this field on the import file.