Trapeze File Import V2
Executive Summary
Trapeze File Import V2 turns a Trapeze trip export (a CSV file) into transportation visits in AlayaCare. It is the newer version of Trapeze File Import: the file is read with full support for quoted values, trip times are treated as local times, the client can be found by AlayaCare client ID or by an external ID, visits are created in the configured facility, and the visit overrides configured in the system are applied. Staff upload the file, and the system keeps only the rows for the configured organization unit, works out the Trapeze code for each booking, finds the client's active Trapeze service in AlayaCare, and creates a one-hour visit for the booking using the configured Trapeze employee. Cancelled trips are created and then cancelled with the cancel code mapped to the Trapeze code. Each import is saved as a batch showing how many rows passed, were skipped or failed, and a detail page lists the outcome and reason for every row. Results can be exported to Excel, and a batch can be compared against what is currently in AlayaCare. This page lists only the imports run from this page.
Key Features
- Upload a Trapeze CSV file and process it in one step
- Process only rows for the configured organization unit
- Create AlayaCare visits for bookings, applying the service code and cancel code mapped on the Trapeze Codes page
- Find the client by AlayaCare client ID, or by external ID when the number is seven or more characters long
- Skip bookings that already exist in AlayaCare, escort fares, and codes that do not require a visit
- Keep a history of every import with row counts, duration and who imported it
- Review the rows of an import on the Passed, Skipped and Failed tabs, with the reason for each skipped or failed row
- Export a selected import to Excel (when permitted)
- Compare the visits created by an import to AlayaCare, including the employee on each visit, and export the differences to Excel
Typical Workflow
- Make sure the Trapeze settings (organization unit, employee, client prefix and the four leg start times, plus the facility if visits should be placed in one) and the Trapeze Codes mapping have been set up on the Trapeze Codes page. If a required setting is missing, the upload area is replaced by a message naming the missing setting.
- Select the CSV file under CSV file to process (or drop it on the page).
- Click Process. A progress panel shows the file being read and then each row being processed.
- When processing finishes, a message reports how many bookings were imported and how many errors were found. The new batch appears at the top of the grid.
- Open the batch with the edit icon (or right-click Edit) and review the Passed, Skipped and Failed tabs.
- Optionally select the batch in the grid and click Export Selected, or use Compare to AlayaCare on the detail page.
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page and the import detail page |
| Export | Show Export Selected and the right-click Export item |
Main Grid
The grid lists every import batch run from this page, newest first (12 rows per page). Select a row to enable export.
| Column | Description |
|---|---|
| ID | Import number. |
| Imported | Date and time the file was imported, in the user's time zone. |
| Name | Name of the uploaded file. |
| Duration | How long processing took (for example "3 minutes" or "< 1 minute"). |
| Total | Number of rows in the file. |
| Applicable | Rows that belong to the configured organization unit. |
| Skipped | Rows that were intentionally not turned into a visit. |
| Failed | Rows that could not be processed. |
| Passed | Rows for which a visit was created. |
| Imported By | User who ran the import. |
| Manage Records | Edit icon that opens the import detail page. |
Actions
| Button | Description |
|---|---|
| Select A File / CSV file to process | Chooses the CSV file to import (.CSV only, up to 100 MB). |
| Clear | Removes the chosen file. |
| Process | Imports the chosen file and creates the visits. A warning is shown if a required Trapeze setting is missing. |
| Export Selected | Exports the selected import batch to Excel. Shown only with the Export permission and enabled only while a batch is selected. |
| Edit icon (Manage Records) | Opens the import detail page for that batch. |
| Edit (right-click a row) | Opens the import detail page for that batch. |
| Export (right-click a row) | Same as Export Selected. |
Dialog Components
Trapeze File Import V2 Detail
Opens from the edit icon or the right-click Edit on an import batch. The heading shows the file name. Use the back arrow next to the page title to return to the list.
Tabs
| Tab | Purpose |
|---|---|
| Passed | Rows for which an AlayaCare visit was created. |
| Skipped | Rows that were intentionally not turned into a visit, with the reason. |
| Failed | Rows that could not be processed, with the reason. |
Passed, Skipped and Failed — Grid
Each tab shows its rows 14 per page. Expand a row to read its reason and reason detail.
| Column | Description |
|---|---|
| Line | Row number in the uploaded file. |
| Date | Trip date from the file. |
| Client | Client number from the file (after removing the client prefix). |
| Client Name | Client name, filled in when the client was found in AlayaCare. |
| Trapeze | Trapeze code worked out for the row. |
| Service Code | AlayaCare service code that was calculated or mapped for the row. |
| Service Type | Trapeze service type number. |
| Booking Id | Trapeze booking number. |
| Sched Status | Trapeze scheduled status. |
| Fare Type | Passenger fare type. |
| Distance | Direct distance of the trip. |
| Reason | Why a row was skipped or failed. |
| Reason Detail | Extra information, for example the response from AlayaCare. |
| Visit Id | AlayaCare visit created (or already existing) for the booking. |
Common reasons:
| Reason | Meaning |
|---|---|
| Passenger Fare Type: Escort Skipped | Escort fares are never imported. |
| Trapeze Code does not require processing | The combination of service type, status and fare type is one that is ignored. |
| Trapeze Code does not require a visit | The mapped Trapeze code is not marked Visit Required. |
| Trapeze Booking Id already exists in Schedule | A visit for this booking is already in AlayaCare. |
| Verifying Visit in Alaya Failed | AlayaCare could not be checked for an existing visit, so the row was not imported. |
| Service Code Mapping failed | The Trapeze code could not be determined for this combination of service type, status and fare type. |
| Trapeze Code not in Mapping Table for Placement code | The code is missing from the Trapeze Codes page. |
| AlayaCare Client ID blank / AlayaCare Client UID not found | The client number is empty or no matching client exists in AlayaCare. |
| AlayaCare Booking ID blank | The row has no booking number. |
| No Trapeze Service found / Multiple Trapeze Services found | The client must have exactly one active service whose name contains "TRAPEZE" (or the Service Name Includes text set on the code). |
| Trapeze Form Context Field not found on Service / blank on Service | The client's service has no Trapeze fee level for a "Base Code Plus Service Form Context Field" code. |
| Calculated Service Code not found in local Service Code Table | The base code plus fee level (or subsidy) does not match any known service code. |
| Local Service Code not found with AC Id / Invalid Service Code AC Id | The specific service code on the Trapeze code is missing or invalid. |
| Visit could not be added | AlayaCare rejected the new visit; the response is in Reason Detail. |
Passed, Skipped and Failed — Grid Actions
| Button | Description |
|---|---|
| Compare to AlayaCare | Shown on the Passed tab. Reads each visit created by this import from AlayaCare and exports an Excel file listing the Trapeze row, the visit found (including its employee), and an Error Message when the visit is missing, belongs to a different client, or has a different service code than expected. |
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Service Codes | Used to find the AlayaCare service code for a Trapeze code. |
| Trapeze Codes | Maps each Trapeze code to whether a visit is required, the service code rule and the cancel code. |
The Trapeze settings (organization unit ID, employee ID, client UID prefix, Leg 1 to Leg 4 start times and Facility AcId) are maintained on the Trapeze Codes page.
Processing Overviews
This section describes what happens after you confirm a processing action.
Process
- The system checks that the Trapeze settings are complete.
- The file is read row by row, honouring quoted values. Rows that do not belong to the configured organization unit are ignored. Each remaining row is saved as a pending row under a new import batch. The trip start time is the Leg 1 to Leg 4 start time (as set in the settings, in local time) on the trip date.
- If no rows belong to the organization unit, a warning is shown and nothing is imported. If an error occurs while reading, an error message is shown.
- The system logs in to AlayaCare if needed.
- For each saved row, in order:
- Escort fares are marked Skipped.
- The Trapeze code is worked out from the service type, scheduled status and fare type. The rules differ for organization units 1 and 9 and for all others. If the code cannot be determined the row is marked Failed (and the client name is saved when the client can be found). Combinations that are ignored are marked Skipped.
- The Trapeze code is looked up on the Trapeze Codes page. If it is missing the row fails; if it does not require a visit the row is skipped.
- The client is looked up in AlayaCare, by client ID when the number is shorter than seven characters and by external ID otherwise, and the client's active Trapeze service is located.
- The AlayaCare service code is determined from the code's rule: the specific service code; the base code text plus the fee level held on the client's service; or the base code text plus the client's Subsidy form field (just the base text when the Subsidy field is blank).
- AlayaCare is checked for an existing visit for the booking number. If one exists, the row is skipped and linked to it. If AlayaCare cannot be checked, the row is skipped with the error.
- Otherwise a one-hour visit is created starting at the trip time, using the configured Trapeze employee, in the configured facility when one is set, with all AlayaCare visit overrides applied, and a note is added to the visit recording who imported it and the booking. If the code is a cancellation, the visit is then cancelled with the mapped cancel code. The row is marked Passed.
- The batch is updated with its end time, duration and the Total, Applicable, Skipped, Passed and Failed counts, and a summary message is shown.