Importing names into EPIC
If you have a larger group of participants, it might be easier for you to
import their records rather than create then one by one.
To access the template, select Manage Reports | Download Import Template from the EPIC toolbar.
Download the template to your computer.
The Excel spreadsheet will have a header row and only three fields.
EPIC ignores the header row (Row 1) and begins importing from Row 2.
Note: Regardless of the number of rows in your spreadsheet, all three columns in the last row must be left blank for the import to be successful. EPIC also ignores information that is to the right of Column C. You may keep notes in Column D without compromising the import of your information.
- Column A is for the respondent's email address
- Column B is for the respondent's name
- Column C is the Yes/No indicator for Viewing the Report
Column C must be populated with a number representing whether the respondent will be able to view their completed report after finishing their response session (1 = view; 0 = no view.)
Once you have the data entered and saved in your spreadsheet, follow the normal Create a New Report/Issue Access Codes process by selecting the profile/report, report options, etc. When you come to the Add Respondents section (individual report), click the Import link at bottom-left corner.
Import Errors
The following situations will prevent the spreadsheet from loading:
- Invalid email addresses
- Insufficient number of credits in your EPIC account to issue access code(s) for this report
- An improperly formatted spreadsheet (e.g. using words in Column C instead of a numerical representative, last row not completely blank)
If one of these errors is detected, the import process is stopped. The system will not import a partial list of names, so any error that is encountered will stop the process and names will not be displayed on the Issue Access Codes screen. If this occurs, you need to correct your spreadsheet and retry the import step. Credits are not charged to your account until you finish the import process and click the Assign Access Code button (for individual reports) at the bottom of the screen.
Common question
Can I use a spreadsheet that has first and last names in separate
cells?
You'll need to merge those cells into a single cell. Microsoft offers
instructions on how to do that at
How to merge the contents of multiple cells into one cell, via
Microsoft.com.