How To Fill The Roster Import Template

This article will explain the different data that you can import in AlertFind.

Hello everybody and welcome to AlertFind trainings.  In today's session, We'll be taking a look at how to populate the roster template that we sent to you on your first interaction with our onboarding team. 

Today, we'll be taking a look at all of the different fields that you will be able to populate in the roster file in order to present that information to the The AlertFind on-boarding team through your Customer Success Manager and we can proceed to create your instance and populate it with the information that you will be providing.

Let's take a look at the actual template and see how it is structured.

The first worksheet is called the “user record” and here is where we will be spending most of the time in today's video since I will be explaining all the different sections of this particular worksheet.

The second worksheet is the field definition and it's there to explain, basically, the first worksheet. So if you need to see a text version of what I'm going to explain you can take a look at this one.

On the third worksheet we have a CSV example. Once you have the first worksheet completely filled up and you save it as a CSV file, this is how it's going to look. You can proceed to send that CSV file to your Customer Success Manager  in order to have your instance created.

Let's begin with the user records worksheet. Here, the first two columns, A and B are the only two mandatory fields that are required in this entire worksheet. Everything else can be customizable to be specific to your company's needs.

In column A, we have the account ID. The account ID is basically, the username that you will be using to log into the system through the User Interface. Therefore, It needs to be a unique identifier for each individual user. 

Many of our customers do prefer to use the work email address as their Unique Identifier and others prefer to use their employee number. 

If your company wishes to use the employee number you can definitely use it. For example, if your employee number is 1-2-3-4, then your unique ID would be 1234 and you would have to add @ your company domain. 

The reason for that is that the system does require the unique id have an email format, even though it is not a real email address.

The second mandatory field that we have here, is the name. The full name can be added in one single column like this or you can go ahead and provide first name, middle name, and last name in three separate columns. All you would have to do is add the new columns and title them accordingly. 

We can definitely, populate your system with either of those formats. However, it is important that each user that you add to AlertFind have a name and a unique ID.

That being said, let's go ahead and take a look at the next set of fields available for you. From column C all the way to column Q, we have all of the different types of devices that you can configure in the system for you to be able to communicate with your users.

Here are some device examples, again, these are completely customizable. The devices that you decide to configure will depend on your company’s specific use cases. 

For instance, if you decide, that you're not going to be using faxes to send out Communications, then, you can delete that entire column from the final worksheet that you send us and that is perfectly fine.

If you're only going to be using, for instance, work email address and cell phones, you can delete all of the others. So we can have as many or as few devices configured as required based on your use cases.

The ones that we have added to this template are just some examples of devices that we have configured for other customers. The examples listed here are: business email address, personal cell phones, work cell phones, SMS phones, etc.

The difference between the field called personal cell phone and a SMS phone is that the personal cell phone would be a voice call and the SMS phone would be a text message to the same cell phone.

The home phone is usually reference to a direct line number as well as the alternate phone and fax. 

In this section, from columns J through M. We have the Work phone numbers. If your work phone number is a direct line, all you would need to provide is the different work phone numbers or direct lines for each one of your users and the system will send the communication directly to them. 

However, if your company employs a PBX system then usually each PBX system has its own set of keys that need to be hit for you to be able to get to a specific office. In columns K, L and M you can provide any additional information that's required for the system to dial into the correct office.

Here, you have the standard phone number, and then, some system will say “press 9 to get to the corporate directory”. So, you would press nine. 

Once you're in the corporate directory. It would say “if you know the person's extension, please Dial it Now”. Then you would go ahead and type in, the extension. 

Other systems say “Type in the extension and then press the pound key”. So this third column, will allow you to put any additional key strokes that are required to be placed after the extension number. 

Again, this is completely modifiable based on your specific PBX system. And if you are only using direct lines, then you do not need to provide any of those additional fields at all, and you can go ahead and just delete the columns from the final file that you are going to send back to your assigned Customer Success Manager.

Next section here is Pagers. Now, a lot of companies no longer use pagers. However, in the health industry, there is still a law in the United States that does not allow their doctors, nurses or their aids to have a cell phone inside the operating room, but they can have pagers.

Therefore, if you DO need to configure Pagers for your users, please provide us with the pager number, pager PIN, pager type, whether it's alphanumeric or just numeric and the pager service provider.

This next section highlighted in light gray, is your Custom Fields. Custom fields in AlertFind are really important, since they are used to create the different distribution lists that you can use in AlertFind to be able to target or pinpoint the communications that you're going to be sending out. 

In other words to which specific users you want to send your Communications to.

For instance, let's say that you have an office in Chicago and you want to send out a communication only to your employees or users in the Chicago office, then you could definitely need to provide us the city information in the roster import file. This can be used to create a distribution list for you that would use that criteria, city equals Chicago, and in this way you would be able to send the communication only to those people assigned to this office.

All of these columns are different examples that we are providing for different types of custom fields that other customers have asked us to configure for them. 

Again, these should be based on your specific needs and use cases. You can have as many as you need since there is no limit to the amount of custom fields that we can configure for you.

If you do not provide any custom Fields, you could create broadcast groups and escalation groups directly in the User Interface. However, you would not be able to create Smart Groups.

So let's take a look at some of these examples, for instance, Department, location, region, state , country, city, job title, and group floor. Since the ones listed here are only examples and if you need to create a specific one that is not listed here, you can add them as well. 

For instance, we have a specific customer that provides a perk to their employees which is to have their car washed every Friday, in that case they created a distribution list called “car wash” and a communication is sent out every Thursday afternoon and each individual can respond back to sign up for the car wash service. 

As you can see, the custom fields are completely customizable based on your company’s specific use cases. The custom fields that are created for you will depend on the specific use cases that you're going to have. Therefore, you would definitely need to think about this and brainstorm with the rest of the your team to decide which custom Fields you want to create in AlertFind. 

The next section from column AA and AB, show the teams. In AlertFind, we do have a functionality called teams, which would allow you to subsegment your user base as well as create a hierarchy within the permissions. You have three main roles in AlertFind, you have the Admin who has access to all information, User who only have access to their individual information and Team Leader who can have the specific permission that an admin would assign to him/her.

If you want teams or these subsegments of your user base to be created on import, then you can definitely provide that information here in these columns. In column AA you can add the Supervisor / Team leader for the specific team that you wish us to create on import. We will be taking a look at teams and how manage them in depth in our admin training. 

So, if you don’t want to create them with the roster import then you can definitely wait for the admin training to be completed and create the teams at that time.If you don’t want to create teams during the initial roster import then all you would have to do is delete the columns from your final file, like this.

All of these additional fields from AA to AE, are basically optional fields that you can go ahead and provide for the system.

For instance, if you want to create the web password for each individual user you can do that here. The other option is to have the system generate a temporary password for them, once they log in for the first time, they will be able change it to their own. 

You can also provide on import the hotline pin, the time zone, and the status. The status is active or inactive. If you assign a user as inactive, basically what you're saying is that they will be a part of the system but they will not be receiving any Communications until you activate them. In regards to the role, it can either be an admin or a user. As I mentioned before, and admin would have complete rights over the system and a user would only be able to access their personal information and modify it.

So let's recap.

From column R to Z we have all the custom fields that you can configure. These are just examples of course, and you can configure as many of them as you wish for your system. There is no limit to the amount of custom fields that we can configure for you.

From column C to Q we have the different examples of devices that you can configure in the system. Those devices can be used to send out Communications to your different users.

And Finally, columns A and B are the only two mandatory Fields . Account ID and the name, remember the account ID needs to be a unique identifier for each user.

One thing that I should mention, is that the minimum length required for a passwords is eight characters. 

If you have any additional questions regarding how to fill out the roster import file, do reach out to your assigned customer success manager, and they would be able to provide guidance and answer any questions that you might have.

Thank you very much for watching this video and have a great day!