Import AlayaCare Data
Executive Summary
Import AlayaCare Data is the screen used to copy facility, client, employee, visit, and visit premium information from AlayaCare into the integration so that other screens can work from a current local copy. Administrators start an import "session" for a branch and a date range, choose whether to import everyone or just one client or one employee, and follow the progress while it runs. Each session is recorded in a history grid showing who started it, when it ran, how long it took, and whether it finished or was cancelled.
Key Features
- Start an import session for a branch and a date range
- Import all clients and employees, a single client, or a single employee
- Optionally refresh visits and premiums only, skipping clients and employees, when importing everyone
- Watch two progress bars and cancel a running import
- Review every past session with its dates, option, status, duration, and who started it
- Configure how the client's category field is turned into a category code (page settings)
- Reset all import data for testing (staging and UAT environments only)
Typical Workflow
- Click Start New Session.
- Choose the Branch, a date range under Choose a Range, and a Processing Option. For a single client or employee, pick the person from the search box.
- Click Save. The import starts immediately and a progress panel opens.
- Wait for the panel to finish, or cancel it if needed.
- Review the new row in the grid. Status shows Finished when the import completed, or Cancelled if it was stopped.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | OHRS 955 Category FCF | Dropdown | The AlayaCare client form field that holds the client's OHRS 955 category. The list shows the available form fields by description. A clear button removes the selection. |
| General | Physical Disability FCF Value Includes | Text | Text that, when found in the client's category, assigns category code 10. |
| General | Cognitive Impairment FCF Value Includes | Text | Text that, when found in the client's category, assigns category code 15. |
| General | Frail and/or Elderly FCF Value Includes | Text | Text that, when found in the client's category, assigns category code 20. |
| General | High Risk Senior FCF Value Includes | Text | Text that, when found in the client's category, assigns category code 22. |
| General | Living with effects of HIV/AIDS FCF Value Includes | Text | Text that, when found in the client's category, assigns category code 25. |
The checks are made in the order listed; the first one that matches is used. A blank category stays blank. A category that matches none of the entries is saved as "ERROR: OHRS 955 Category is invalid for client."
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Settings View | Open View Settings to see the page configuration |
| Settings Edit | Open Edit Settings and change the page configuration |
| All Branches | Allows a session to be started for any branch. Without it, the Branch is fixed to the signed-in user's own branch. |
Main Grid
The grid lists every import session that has been run, newest first (9 rows per page).
| Column | Description |
|---|---|
| ID | Session number. |
| Branch | AlayaCare branch the session was run for. |
| From | First day of the date range. |
| To | Last day of the date range. |
| Option | All Clients And Employees, Single Client, or Single Employee. |
| Client | Client chosen for a single-client session. |
| Employee | Employee chosen for a single-employee session. |
| Processing Start | Date and time the import started, in your time zone. |
| Processing End | Date and time the import ended. Blank while running. |
| Duration | Length of the run in minutes. |
| Status | Underway, Finished, or Cancelled. |
| Cancelled | Date and time of cancellation, if any. |
| Added | Date and time the session was created. |
| Added By | User who started the session. |
| Manage Records | Edit button that opens the session details. |
Actions
| Button | Description |
|---|---|
| Start New Session | Opens the Start New Session dialog. |
| Reset For Testing | Shown only in staging and UAT environments. After confirming ("Are you sure you want to reset for testing and delete all jobs and import data?"), deletes all import sessions and imported data. |
| View Settings | Opens the page settings in read-only mode (when settings view is permitted). |
| Edit Settings | Opens the page settings for editing (when settings edit is permitted). |
| Edit (row button or right-click a row) | Opens the session details dialog for that session. |
Dialog Components
Start New Session
Opens from Start New Session.
| Field | Purpose |
|---|---|
| Branch | Branch to import. Defaults to your own branch; you can change it only with the All Branches permission. |
| Choose a Range | Start and end dates to import visits and premiums for. Required. |
| Processing Option | All Clients And Employees (default), Single Client, or Single Employee. |
| Client search | Shown for Single Client. Select the client to import. |
| Find an Employee | Shown for Single Employee. Select the employee to import. |
| Process Visits & Premiums Only | Shown for All Clients And Employees. When ticked, clients and employees are not re-imported; only facilities, visits, and premiums are refreshed. |
Click Save to start the import or Cancel to close. Warnings are shown if the AlayaCare login fails, no date range is chosen, no branch is chosen, or no client or employee is selected for a single-person option.
Import AlayaCare Data (session details)
Opens from Edit on a session row. It has a single Messages tab intended for messages logged during the import; at present the tab does not show any message columns or entries. Click Close to return to the grid.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Branches | Branches offered in the Branch selection and used to default the session to your branch. |
| Cancel Codes | Used to add the cancel code and description to imported visits that were cancelled. |
| Form Context Fields | Form fields offered in the OHRS 955 category setting. |
| Funders | Used to add the funder code and name to imported facility services. |
| Service Codes | Used to add the service code name and description to imported visits. A warning is shown if a visit's service code is not found. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Save (Start New Session)
- Confirms that a client or employee is chosen when required, that you can sign in to AlayaCare, and that a date range and branch are selected.
- Saves a new session with status Underway and opens the progress panel (which can be cancelled).
- Switches AlayaCare to the selected branch. If that fails, a warning "Unable to change Branch Context" is shown and nothing is imported. When the run ends, AlayaCare is switched back to branch 1000.
- Importing Facilities: Loads all facilities from AlayaCare. For each, any previously imported visits and premiums for that facility in the date range, and the facility itself, are deleted and then re-added with its address, phone, and time zone, together with the facility's services.
- Importing Clients and Status History (skipped when Process Visits & Premiums Only is ticked, and for single-employee sessions): Loads all clients of the branch, or the one selected client. For each client, previously imported visits and premiums in the date range and the client record are deleted, then the client's details, status history, and services are re-imported.
- Importing Employees (skipped when Process Visits & Premiums Only is ticked, and for single-client sessions): Loads all employees, or the one selected employee, and keeps those in the selected branch. For each, previously imported visits and premiums in the date range and the employee record are deleted, then the employee is re-imported.
- Importing Visits, Premiums & Activities: Loads the scheduled visits for the date range (all visits, or only those for the selected client or employee). When Process Visits & Premiums Only is ticked, all previously imported visits and premiums in the date range are deleted first. The visit details, any missing service details, and the visit premiums are then fetched from AlayaCare in parallel, and each visit is saved with its times, duration, service, department, employee, client or facility, funders (up to three), cancel code, service code, activity codes, and premiums.
- After each stage, if you have cancelled, the session is saved as Cancelled. When all stages finish, it is saved as Finished with the end time and duration in minutes.
- Errors in a stage are shown as warnings and processing continues with the next stage.