Uploading program action data in bulk

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You can use the Setup Program Actions report template to create or modify actions in bulk.

About this task

When you run the report, specify the report parameters through Filter By #1 to either extract actions for a specific program, or all programs, including all actions.

The report template columns include the same fields that are displayed in the application user interface when an action is manually captured. The fields vary for each organization because the program action fields are highly customizable. The first six columns of the extract always match the fields that are indicated in the following list, which provide context for the organization, program, action plan, and action. The process supports creating an action if the action link value is blank, or updating an existing action if the action link value is provided.

  1. Organization
  2. Program Link
  3. Program
  4. Action Plan Link
  5. Action Plan
  6. Action Link
  7. Action

When you update an existing action, you cannot update the organization, program, and action plan details values in columns 1-6. The values are used to validate that the action exists before the update is completed. When you create an action, the values in columns 1-6 are used to validate where to create the action. The remaining fields in the other columns are client customizable fields that can vary to potentially include 85 fields in some complex scenarios.

If any of the context values are missing from columns 1-6 in the submitted report template, an error occurs on the file and an error message is displayed. For a specific action, if the organization, program, action plan, or action plan link are invalid, an error occurs on the associated row and the action is not updated or created. If you create an action, the action link value must be blank.

For more information about the fields that are available when you are create or edit an action, see Action fields.

Note:
  • If you create or update actions for programs that have a program type of Simple, leave the Action Plan link and Action Plan fields blank.
  • When you update an existing action, all field values in all action-related columns are submitted to overwrite existing values. Therefore, blank field values clear any previous field values in actions.

Procedure

Run the Setup Program Actions report and extract actions.

  1. To run the report, in global search, select Reports and search for Setup Program Actions.
  2. Select the report in the Reports grid to open it.
  3. To define the report parameters, in Filter By #1, specify whether to include all actions in all programs, or extract actions for a specific program.
    • To create actions, extract the existing actions that can be used as a guide for data entry.
    • To update existing action records, extract the existing actions.
  4. Click Submit.
  5. On the report, click Download as CSV, and save the report to a local drive as an XLSX file.

Populate the report template with the data for your new actions as required.

  1. To create an action, on a new line, enter the relevant field values by referencing the respective program and action plan to provide the context of where to create the action.
    Leave the Action Link field blank. Enter the action name, action plan, program, organization, and any other supplementary action fields in the template columns. Use the manual data capture screen as a guide to supported list values, field types, and so on. You can customize the requirements while customizing fields for program actions.

Modify existing actions in the report template as required.

  1. To update an existing action record, filter for the actions you want to update.
    Ensure that you leave the field values in columns 1-6 as extracted in the template because the columns provide the context of the action link, action plan, and program. Update all the other action fields as required.
  2. Before you upload the report template, ensure that you remove any actions from the spreadsheet that you do not want to modify.

Validate and upload the updated report template

  1. Verify the following items in the report template before you upload it:
    1. All mandatory fields are populated
    2. ISO format is used for dates
    3. Location, data type, linked account or meter (optional), account, and serial number (optional) are correctly entered
  2. Save the report template in XLS or XLSX format. Use a file name convention that appends the prefix Setup_Program_Actions, for example, Setup_Program_Actions_Business123_2025.xlsx.
  3. Upload the report template file:
    1. To open the Upload Files page, click Manage > Upload Files.
    2. Click Upload.
    3. Assign a name to the upload process.
    4. Browse to the report template and attach the file.
    5. Click Upload file.
  4. To monitor the status of the file upload and review any error messages in the Files Processed - Accounts & Setup page, click Manage > Files Processed - Accounts & Setup.
    New files are picked up for processing every 30 seconds. It might take a few minutes for your file to be displayed in the Upload Files page after it is picked up.

    Validation checks that the context of the action plan, program, and organization is correct before actions are created or updated. The validation also checks that the location, data type, and any linked accounts or meters exist, and also any custom defined list values or field types. If a validation check fails, an error message is displayed.

    If a connector fails because of a critical error, such as the file name is incorrect, then the file might not be displayed in the Upload Files page.

    For more information, see Troubleshooting uploaded files