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Import / Export

Quinn Bott
Quinn Bott
  • Updated

The Import/Export feature allows you to manage Imports to, and Exports from, your Interpreter Intelligence system. We highly encourage you to send your import files to the Interpreter Intelligence support team to vet the data prior to running the import.

Imports

Go to the ‘Admin’ menu and select ‘Import/Export’ and you will land on the Import tab.

The Import feature allows you to do bulk updates or entries of data to your II system.

The most common Imports relate to the creation of profiles for Customers, Requestors, Contacts etc. As a general rule-of-thumb, if you have more than 100 of any set of profiles to set up, you may benefit from using an Import to create/update profile data in bulk. 

  • Use the Download link next to the Import that you wish to use
  • Open the downloaded .xls file
  • Where applicable, first consult the Instructions tab of the file - it is vital that the Instructions are followed precisely, any deviation from these will likely result in corrupted or useless data that can be difficult to correct
  • Populate the data in the file according to the Instructions - it is vital also that the spreadsheet is not formatted, columns or headers are not moved, edited etc.
  • Recheck all data according to the Instructions - this is especially required if data was copied from another source and may contain something that is irrelevant or incorrect to the Import requirements
  • It is recommended that you send the file to support@interpreterintelligence.com so that it can be tested prior to live Import
  • Click on the Browse button next to the relevant Import to choose the populated Import file and the click the Upload button - be sure that you Upload the file to the correct Import function and also that you are using the correct version of the file, delete any older/obsolete versions from your system to avoid uploading an incorrect file
  • When the Import has completed you will receive a message informing you of how many records were Imported versus the number of records on the Import file, the message will also indicate any errors with the Import and/or any records that were skipped - contact us at support@interpreterintelligence.com if there are any issues with the Import

 

Additional Notes on Profile Imports
Customer, Client & Service Locations (Customer Addresses Import) Imports will connect/associate on the basis of Accounting Reference i.e. Clients will be attached to Customers on the basis of the Customer Accounting Reference and Service Locations will be added to Clients on the basis of Client Accounting Reference therefore it is important to align these in the respective Import files.  

If your Clients do not have Accounting References, these can be created within the Client Import itself. 

Note also that all Accounting References must be unique, for example, if Customer Accounting Reference is 1234, Client Accounting References could be 1234a, 1234b etc. or a different numbering sequence that is not used at Customer level.

 

If you plan to use any Import functions it is vital that you contact us at support@interpreterintelligence.com to test the data as this will avoid any subsequent issues with data which can be difficult to rectify afterwards.

 

Commonly Used Imports

Interpreter Import Files - 2026

Contacts (interpreter-import.xls)

  • importing - Add new interpreter profiles  VIDEO Contact (Interpreter) Import
  • Updating - Available with some caveats as not all information on interpreter profile can be updated. This file cannot be used to create a user login profile for existing interpreters. 
  • Please note, if using an Interpreter Account Reference number, this number must be unique. If it matches any other existing interpreter profile, it will overwrite/update that interpreter information. 

Contact Rate Plan Association (interpreter-rateplan-associations-import.xls)

  • importing - Add new rate plan associations to interpreter profiles. Note: Existing rate plan association must have an end date before adding new rate plan association.
  • Updating - Add an end date to existing rate plan associations first. Then use the import to apply new rate plan associations to interpreters with the same start date as the end date of the prior rate plan.

Contact Services (interpreter-services-import.xls)

  • importing - Add specific service types to interpreter profiles (e.g. Face to Face, 3rd Party Video)
  • Updating - Not Available

Contact Languages (interpreter-languages-import.xls)

  • importing - Add new languages to interpreter profiles
  • Updating - Not Available

Contact Rate Zone Associations (interpreter-ratezone-association.xls)

  • importing - Add new rate zone association to interpreter profile
  • Updating - Yes. The update will overwrite the existing rate zone association.

Contact Qualifications (interpreter-qualifications.xls)

  • importing - Add new qualifications to interpreter profiles 
  • Updating - Partially available. Column G (Status) and column H (Notes) are the only fields that can be updated on existing qualifications on the interpreter profile. No other fields will be modified.

Exclusion/Preference Import Files used for Interpreters - 2024

Exclusions (exclusions-import.xls)

  • importing - Add exclusion to the interpreter profile to indicate desire to be excluded from taking jobs for specific customers or consumers  VIDEO Exclusions-import.xls
  • Updating - Not Available

Preferences (preferences-import.xls)

  • importing - Add preferences to the interpreter profile to list preferred customers or consumers
  • Updating - Not available

 

Customer Import Files - 2026

 

Customers (customer-import.xls)

  • importing - Add new customer profiles VIDEO Customer Import #1
  • Updating - Available with some caveats as not all information on customer profile can be updated. Please note, if using a Customer Account Reference number, this number must be unique. If it matches any other existing customer, it will overwrite/update that customer information. 

Clients (client-import.xls)

  • importing - Add new client profiles VIDEO Client Import
  • Updating - Not Available

Customer Addresses (customer-address-import.xls)

Organizations (organization-import.xls)

  • importing - Add new organizations
  • Updating - Not Available

Customer Services (customer-services-import.xls)

  • importing - Add specific service types to interpreter profiles (e.g. Face to Face, 3rd Party Video)
  • Updating - Not Available

Customer Configurations (customer-configuration-import.xls)

  • importing - Not available
  • Updating - This file will update existing settings on the Customer configuration (Admin>Customers>General tab). Note: Will not create or update reference fields or requirements.

Customer Configuration Reference Code (customer-config-reference-import.xls)

  • importing - Creating new reference fields on customer configuration
  • Updating - Not Available

Customer Configuration Criteria (customer-configuration-criteria-import.xls)

  • importing - Adding Booking Requirements to the customer configuration (Admin>Customers>General Tab)
  • Updating - Not Available

Customer Rate Plan Associations (customer-rateplan-associations-import.xls)

  • importing - Add new rate plan associations to customer profiles. Note: Existing rate plan association must have an end date before adding new rate plan association.
  • Updating - Add an end date to existing rate plan associations first. Then use the import to apply new rate plan associations to customers with the same start date as the end date of the prior rate plan.

Customer Rate Zone Associations (customer-ratezone-associations-import.xls)

  • importing - Add new rate zone association to customer profile
  • Updating - Yes, the import file will replace the current rate zone association with a new one.

 

Requestor Import Files - 2024

Requestors (requestor-import.xls)

  • importing - Add new requestors.  VIDEO Requestor Import
  • Updating - Yes. Any optional fields left blank on import will be overwritten as blank when updating the record. All required fields must be filled in.

Requestor Associations (associations-import-2024.04.28.xlsx)

 

Consumer Import Files - 2024

Consumers (consumer-import.xls)

  • importing - Add new consumers  VIDEO Consumer Import and Customer-Consumer Association Import
  • Updating - Yes. Any optional fields left blank on import will be overwritten as blank when updating the record except for DOB, DOI, Claim Number and Business Unit. Note fields will be overwritten if left blank. All required fields must be filled in.

Customer Consumers (customer-consumers-import-2024.04.28.xlsx)

  • importing - Add new customer-consumer associations
  • Updating - Not available



 

Exclusion/Preference Import Files used for Customers/Consumers - 2024

Exclusions (exclusions-import.xls)

  • importing - Add exclusion to the customer configuration or consumer profile to indicate desire to exclude specific interpreters from job offers
  • Updating - Not Available

Preferences (preferences-import.xls)

  • importing - Add preferences to the customer configuration or consumer profile to list preferred interpreters
  • Updating - Not available

 

Booking Import - 2024

The Booking Import file is used to bulk create jobs in Interpreter Intelligence using an Excel file with very specific data requirements. Please contact support@interpreterintelligence.com if you are interested in learning more about the booking import. 

 

 

Rate Plan Import Files - 2024

Various rate plan import files are available to create new rate plans and/or update existing rate plans. Please contact support@interpreterintelligence.com if you are interested in learning more about these imports. 

 

Exports

When a Report or any kind of Export is executed in II, for example creation or emailing Invoices/Payments, pushing Invoices/Payments to QuickBooks etc., the email address associated with the user account that executed the Export will receive an email when the Export is complete, to include a status of the Export and/or a download link to the exported file as applicable.  Therefore, it is not ordinarily necessary to monitor Exports and, providing that they are run regularly and for relatively short periods of time, they will usually complete within minutes.  If you do need to run a large or complex Export, it is recommended this is done at times when system usage is low such as overnight.

If an exceptionally large Export was executed, or you do not receive a status email, this can be monitored within the system:

  • Go to the ‘Admin’ menu and select ‘Import/Export’ and then select the Export tab
  • You will see a historical view of all Exports that have been run on your system as well as the details:
    • ID - a unique system ID for the Export
    • Description - the name/description of the Export
    • Created by - the user account that triggered the Export
    • Progress - this will provide a snapshot of the progress of the Export; the first number indicating the how many records have been processed and the last number being the total number of records that have to be processed - this, in conjunction with Start time, will provide a rough indication of how long the Export may take to run
    • Status - finished indicates that the Export is complete and can be downloaded, started indicates that the Export is still in progress, failed indicates that the Export has failed for some reason
    • Start time - the time that the Export started within the system
    • Finish time - the time that the Export finished within the system
    • Fail time - if the Export has failed for some reason, this will indicate the failed time
    • Download URL - the Export can be downloaded from here if another user wishes to download/instead of accessing via email
    • Task Action - if an Export has failed, you can Reset Task using this dropdown menu, it is recommended that you check email initially as there may be a specific error that has caused the Export to fail and you may have received an email to indicate the cause. Similarly, if an Export has a status of started but is no longer progressing, you may need to Mark task as failed and re-run the report, see above on large Exports and system resources. If there are a number of Exports stuck in a started status and you receive an async task error message, these tasks will need to be cleaned up (Mark task as failed); these will normally be cleaned up automatically and periodically by the server but may occasionally need to be done manually.

 

For any additional information, please contact support@interpreterintelligence.com

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