Purpose Statement

The Code Organizer import functionality allows fire departments and EMS agencies to efficiently bulk-import inspection codes from Excel files, significantly reducing manual data entry time and ensuring consistent code management across the organization. This feature streamlines the process of maintaining comprehensive code databases for fire prevention and inspection activities.

Background Information

The Code Organizer serves as a centralized repository for all inspection codes used by fire prevention personnel. Importing codes is essential when migrating from legacy systems, updating code databases with new regulations, or standardizing codes across multiple stations. This feature supports Excel file formats and includes validation to prevent duplicate entries while maintaining data integrity.

Required Permissions

To import codes to the Code Organizer, users must have:

• Code Organizer module access permissions
• Import/Export data permissions
• Fire Prevention or Inspection module permissions (depending on your organization's permission structure)

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Step-by-Step Guide

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1. Click on Inspections.

2. Click on Code Organizer.

3. Click on Import XLS.

4. Select Choose File and select the file you wish to import.

5. Click on Import.

6. After importing, this banner with the number of codes imported should appear at the top of the Code Organizer page.

7. Helpful Hint #1: Create an import template.

1. Filter the Code Organizer and download it.
   
2. Remove the data except for the top row.
   
3. Save it for later use.
   
4. Example Import Template is attached to this KBA, see file below.
   

10. Helpful Hint #4: Tags and Standard Remarks cannot be imported. Tags and Standard Remarks have to be manually added to each code.

11. Duplicate Code Import error message. Three options are present if you are importing duplicate codes.

1. Update/overwrite existing records.
   
2. Reject duplicate rows, import new ones.
   
3. Cancel the operation.
   
4. File with duplicate codes will be downloaded
   

Best Practices

• Filter the Code Organizer and download the current structure
• Remove all data except the header row
• Save this template for future imports
• Use the template to ensure consistent formatting

• Test with a small sample first (5-10 rows) to verify data imports correctly
• Review the sample results before importing larger datasets
• Keep backup copies of your import files

• Leave the Status Code column empty - all imported codes automatically set to Active status
• Prepare Tags and Standard Remarks separately - these cannot be imported and must be added manually
• Ensure consistent formatting across all columns in your import file
• Remove any special characters that might cause import issues

Troubleshooting & FAQs

Q: What file formats are supported for import? A: The system supports Excel (.xls and .xlsx) file formats.

Q: What happens if my import file contains duplicate codes? A: The system will detect duplicates and provide three options: update existing records, reject duplicates and import new ones, or cancel the operation.

Q: Can I import Tags and Standard Remarks with my codes? A: No, Tags and Standard Remarks must be manually added to each code after import.

Q: Why didn't all my codes import? A: Check for formatting issues, missing required fields, or duplicate codes that may have been rejected.

Q: How do I know if my import was successful? A: A confirmation banner will appear showing the number of codes successfully imported.