Importing CEU Records to Aptify

Created by Kevin Schmidt - HCPro, Modified on Thu, 9 Oct at 3:15 AM by Kevin Schmidt - HCPro

The following document outlines the process of importing CEU records for AHIMA events. Start with the import excel template (attached below).

*RECOMMENDED: Confirm with event organizer all event details needed for step 1 to complete the CEU excel sheet for import.

*RECOMMENDED: Initiate imports more towards end of day when there is less traffic in Aptify as the import may be delayed.

Step 1: Prepare CEU excel import file for upload

1. Update the excel template (Columns A, C-K) with accurate event information:

Type = Requirement (always)
Student ID = Aptify Person ID
DateGranted = Actual event date
DateStarted = Same as actual event date
Units = Total CEUs for the event
Title = Name of the event
Status = Granted
ExpirationDate = 1/1/1900 (always)
EducationCategoryID = Domain the CEU is classified under to earn credit (options below)
- [ 2 ] Information Protection: Access, Disclosure, Archival, Privacy and Security
- [ 18 ] Clinical Foundations
- [ 19 ] Data Structure, Content and Information Governance
- [ 20 ] Health Law and Compliance
- [ 21 ] Organizational Management and Leadership
- [ 22 ] Revenue Cycle Management
- [ 23 ] Informatics, Analytics and Data Use
- [ 25 ] Other
- [ 43 ] Evolving Topics
ActivityType_ahima (Listing accessible via CEU Center process of entering new CEU)

AHIMA Activity
Component State Association (CSA)
Component Local Association (CLA)
External
Prior Approved
Webinar

EducationType_ahima

In Person
Online Course
Other
Virtual
Webinar

ShowAHIMACertificate

Value = "1" for Yes (show certificate)
Value = "0" for No (hide certificate)

2. Copy and paste person IDs into column B (StudentID). All other columns will remain the same for all users who attended the same event.

3. Click File → Save As excel

Save file location: Ahima Share (I:) drive → "00 -- Consolidated CEU Import - Excel Copy for Aptify Upload"
File name: "Event/Session Title.YYYY"
File save as type: Excel Workbook (*.xlsx)

Step 2: Upload the CEU excel import file to Aptify for import

Now, let's upload the file to Aptify.

4. In Aptify, go to the Campaign Management service → Import Runs entity and click on the Generic Import Wizard icon

5. In the generic import wizard, click the binoculars to search for import source (the type of information you are uploading).

6. Sort by name to find easily and double-click to select CEU (ID: 20) then click Next.

7. Click on the three dots [ . . . ] to select the CEU file for import then select Open.

8. Worksheet = Sheet1 (always), check "Has Header" box then click Next.

9. Click Finish (more records may cause a delay) upon successful import upload click OK.

*Window will close but a new window will open in the background. You may need to minimize Aptify to view the new Import Run record window.

Step 3: Match import run to existing CEU records in Aptify Import

10. In the import run record window, go to the Import Run Details tab and click Match.*

* The match function verifies it can find the associated person IDs in the list with exiting records in Aptify and to validate there isn't already a CEU in the record.

11. Click OK on CEU import match confirmation box.

* Import run status should read "Unmatched" which indicates there wasn't already a CEU added for that person.