- Go to Analysis, Information Library. Click Add an ad-hoc query. Choose Constituents as the source view.
- On the left highlight Volunteer and expand. Locate Assignments and expand. Locate Job occurrence. In the middle pane, highlight Start date and move to Include records where. Here you will need to enter your date range.
- Now you will need to select the fields that will be used for your header file in the import process.
- Highlight Constituent on the left and Move Name to the Results fields to display.
- On the left highlight Volunteer and expand. Locate Assignments and expand. Locate Job occurrence. In the middle pane, highlight Start date and move to Results fields to display.
- On the left highlight Volunteer and expand. Locate Assignments and expand. Locate Job occurrence. In the middle pane, highlight Occurrence name and move to Results fields to display.
(Note: You can edit the name of the fields by clicking the pencil above the Results fields to display box)
- Click Preview Results to review and ensure you have the complete results for your import.
- At the bottom of the query results, click Export to Excel.
Now you will need to get your file ready for Import.
- Open the Excel spreadsheet and review the results.
- Delete the column named QUERYRECID.
- Create a new column with the name Hours Worked and enter the hours worked for each assignment.
- You can also add additional volunteers with job occurrences and hours worked that may not actually be assigned in Altru.
- Save the spreadsheet for your records. Open it and save it as a CSV file. Now you will have two versions of the same file.
You are ready to begin the import process.
- Go to Administration. Click Import.
- Click Add and select Timesheet Batch under the Timesheet volunteer. Click OK.
- The Add Import Process window opens up. Here enter the Name and select the Batch owner.
- Keep the Import type as Once. Select Local file for the Import Source field.
- Use the green arrow to find the csv file on your computer that we just converted from Excel and upload it into the process.
- Click on Map fields to move to the next tab. Keep the Map fields setting to Manually.
- Click on Auto-map and you will see the column header of our import file will automatically match up with the fields in the import batch template.
- Click on Set options tab to set the next values in the process. Within the Other tab set the following values:
Simple data list fields Use: ID
Search list fields Use: Quick find
Other - When a blank value is present, use: default value from batch
- Click Save.
- Use the green arrows next to the name of your Import and click Start import. (Note: If there are exceptions you can edit the spreadsheet file or the import process to address the issue.)
- Under Tasks on the status page, click Go to batch entry.
- Use the down arrows next to the Timesheet batch and click Commit.
- In the Commit batch window, make sure that you have selected the check boxes for: Validate batch before committing, Create exception batch, and Create control report. Click Start to begin the process.
- Your records have been successfully committed to the database.