Bulk Upload Providers

Follow these steps to create your Provider Directory. Learn how to:

Download the provider template .csv

There are two ways to download the provider template .csv.

Click on Workspace > Providers tab. From the Providers tab, click the blue 'Add Providers' button.

  • Option 1: From the dropdown, click 'Download a provider list template' and an automatic download will begin.

  • Option 2: From the dropdown, click 'Upload provider list (.csv)' and an Upload provider list modal will appear.
    • Click on 'Download a provider list template' and an automatic download will begin.

Bulk upload

When the .csv template is completely filled out, click on Workspace > Providers tab. Click the blue 'Add providers' button. From the dropdown, click 'Upload provider list (.csv)' and an Upload provider list modal will appear.

You can either click the yellow box to select the .csv file to upload, or drag and drop your file to the yellow box. Once the file has been selected, the 'Upload file' button will turn blue.

Click the blue 'Upload file' button. A message will appear to confirm any existing providers in the Provider Directory will be overwritten with the newly selected file. If you wish to proceed, click 'Yes, upload provider list'.

Once 'Yes, upload provider list' is clicked, the file upload will proceed and the system will indicate if the upload was Successful or Failed.

Validate and review the .csv format

  • Users must download and use the provided CSV file template to ensure successful file upload and must adhere to the CSV formatting to avoid upload errors.
  • Provider Name and External ID are mandatory fields. Entries with empty values will not be imported and upload errors will be encountered.
  • Invalid entries and duplicate data on the CSV file is not imported while new versions of existing Provider entries are overwritten.
  • Only accepts .csv file extension. Error is encountered if incorrect file is uploaded: Unsupported file type. Please try again.
  • Limit to 2000 rows per file upload

Mandatory and Optional Fields: 

  • Provider Name: Mandatory, Must not exceed 100 characters. 
  • Provider ID: optional, max length: 50
  • Comments: optional, max length is 4000 characters
    • Contact Information Fields: If Provider entries have no contact information - providers are created but it will display the “Missing contact” tag to the row on the UI)
      • Contact Name: optional, max length: 50
      • Contact email: 1 email address only, no max character limit but email address should be valid
      • Contact number: no max limit but contact phone with country code should be valid (I.e 19713942775)
        • Phone Country Code: Country code (without +) 
        • Contact Number
  • Addresses (both mailing and billing are optional)
    • Mailing Address (all fields max length: 300)
      • Address line 1
      • Address line 2
      • City
      • State / province / region
      • Country: 2 Digit Country Code
      • Zip / postal code: Numeric only
    • Billing same as mailing: True and False are the only accepted values
      • True if Billing Address is same with Mailing address 
      • False if no Billing Address or Billing Address isn’t the same with Mailing Address
    • Billing Address (all fields max length: 300)
      • Address line 1
      • Address line 2
      • City
      • State / province / region
      • Country: 2 Digit Country Code
      • Zip / postal code: Numeric only
  • External ID: Mandatory

Outcome: Success or Fail

Success

If all entries from the .csv file are uploaded with no errors, you'll see two confirmation messages indicating the upload was successful. 

You will also receive an email notification if the upload was a success:

Sample use cases:

  1. Uploading a CSV file with Provider Name and External ID already existing on the workspace but with updated values on other fields will replace or overwrite the existing data for that Provider/External ID based on the CSV file. 
    • Existing: 
      • Provider Name: ProviderName1 / External ID: ExternalID1 / Mailing Address City: New York
    • Upload: 
      • Provider Name: ProviderName0 / External ID: ExternalID0 
      • Provider Name: ProviderName1 / External ID: ExternalID1 / Mailing Address City: Los Angeles
    • Outcome: Successful
      • Provider Name: ProviderName0 / External ID: ExternalID0 is uploaded successfully
      • Mailing Address City of ProviderName1/ExternalID1 is updated to Los Angeles

Fail

The outcome is Fail if:

  • all entries from the .csv file are uploaded with errors in its entirety, or
  • a .csv file is uploaded with valid entries and entries with data errors.

You'll be alerted via two error messages if the upload has failed. Click the 'View upload errors' button to view the error identified by row to help you identify which data should be corrected on your file prior to re-uploading it.

You will also receive an email notification if the upload failed:

Sample use cases:

1. Uploading a CSV file with Provider Name already existing on the workspace but External ID is unique
    • Existing: 
      • Provider Name: ProviderName1 / External ID: ExternalID2
    • Upload: 
      • Provider Name: ProviderName1 / External ID: ExternalID3
    • Outcome: Failed, upload error as Provider Name already exists
2. Uploading a CSV file with unique Provider Name but External ID already exists on the workspace:
    • Existing: 
      • Provider Name: ProviderName2 / External ID: ExternalID2
    • Upload: 
      • Provider Name: ProviderName3 / External ID: ExternalID2
    • Outcome: Failed, upload error as inline update of the provider name is restricted on the UI
3. Uploading a CSV file with unique Provider Name and External ID but has duplicate entries within the CSV:
    • Existing: 
      • Provider Name: ProviderName2 / External ID: ExternalID2
    • Upload: 
      • Provider Name: ProviderName3 / External ID: ExternalID2
      • Provider Name: ProviderName3 / External ID: ExternalID2
    • Outcome: Failed, upload error as entries on the CSV are duplicates even if doesn’t exist on the workspace
4. Uploading a CSV file with existing Provider Name and External ID new contact information within the CSV:
    • Existing: 
      • Provider Name: ProviderName2 / External ID: ExternalID2 / Contact Name: John Doe / Contact Email: john.doe@gmail.com
    • Upload: 
      • Provider Name: ProviderName2 / External ID: ExternalID2 / Contact Name: Jane Doe / Contact Email: jane.doe@gmail.com
    • Outcome: Upload is successful but existing contact name is not replaced, instead new information from the CSV file is added as new contact information to the Provider
5. Additional validations: Entries on the CSV file shouldn’t be successfully imported if there are:
    • Empty External ID or Provider Name on the CSV
    • Fields exceeded maximum character limit
    • Incorrect or invalid country code (only accepts 2-letter country code)
    • Contact Info: Contact name exceeds max character limit
    • Contact Info: Incorrect email format
    • Contact Info: Invalid country phone country code contact number
    • Contact Info: Empty contact name but contact email and contact number is populated with valid data.
    • Contact Info: Contact name (with value) but contact email and contact number data is invalid
    • Missing columns on the CSV file.
    • Column positions that are interchanged.