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Using the Import/Export Wizard
4 TruPortal Import/Export Wizard User Guide
Before You Begin
Before using the Import/Export Wizard, review the following section to learn more about how ways
that this tool can be used, as well as issues to consider.
Sample Scenarios
Following are some examples that illustrate the different ways the Import/Export Wizard can be used:
Providing Access for Training Class Attendees. If a class of students is coming to a facility for
professional training, they would need access for the time they are on site, but once they have
completed the training should no longer have access. This can be accommodated by using a CSV file
to add the students to the database, and later remove them from the database.
Synchronizing with Other Databases. Since the System allows users to define several user fields to
be associated with each persons record, it is likely that some of the data in those fields would also
exist in other databases in an organization, such as payroll or human resources. For example, if an e-
mail address and phone number is added for each persons record to enable a security guard to notify
employees of visitors waiting to be escorted, then those fields would need to be updated periodically
as the company directory changes. If personnel records are exported from the company directory
database in CSV format, that file can be used to quickly update the appropriate fields in the System.
Batch Editing. A company has just changed its internet domain name from “theircompany.com” to
“ourcompany.com” and a large database of employees exists, all with the old domain name in their e-
mail addresses. An easy way to fix this is to export the persons records to a CSV file, perform a find-
and-replace operation using a tool such as Microsoft Excel to search the whole CSV file, and replace
the old domain name with the new one automatically. After saving the CSV file, use the Import/
Export Wizard to update the records in the System with the updated CSV file.
Managing Multiple Security Systems at Different Sites. If facilities include buildings at different
geographic locations, such as on opposite sides of a city, each would have its own access control
system. To simplify the task of keeping them synchronized as employees and credentials change, a
CSV file could be exported from the System at the main site and imported that to the System at each
auxiliary site.
Giving Persons Records a Unique Identifier
Persons records in the database can have user-defined fields associated with them that can be used to
enter personal data about individuals, such as vehicle license plate numbers or telephone numbers.
Every database must have a way to identify one record from another. Since some names are very
common, using employee surnames as a unique database record identifier will not work. For this
reason, organizations frequently assign each employee or member a unique identification number.
IMPORTANT: For best results, use a persons record identifier, such as an employee number,
that is unique to each person in the organization. Without a way to identify
each record as unique, then updates, imports, exports and other database
maintenance actions may result in changes being made to the wrong record.
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