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Office of Mental Health

Consolidated Fiscal Reporting System (CFRS)

Importing Data from a CFR Backup or Upload file

Note: When importing Submissions into your your database the software does not overwrite any existing submissions. Rather, it adds that submission as a new submission and places it at the top of the "Open" list.

There are (4) distinct ways or methods which you can use to import data into the CFRS Software

All of the above methods will bring you to the "CFRS Import Data" screen.

Click the drop down option box, labled "Select the version from which you wish to reload data", to select the submission from a previously installed version, or select "Use an external database" if you need to import from a backup or upload file.

screen shot of the Selecting Version of Data to Import form

If you are importing from a backup or upload file, type the name in the box or click the "Browse" button and browse to the location where you saved the file you wish to import; this file can be either a backup file or an upload file. If you are importing a file which was saved to a non-default location, or an external storage device or network, you need to browse to it, using the Browse Window, which will open automatically.

If you saved your file to the default hard drive location (Windows XP version shown below; varies as per OS), for either a Backup or Upload file, using the "Look in" option, the path statements will be similar to below. Note: the version number will vary according to the specific version of the CFRS Software you used to create your file.:

C:\Documents and Settings\All Users\Application Data\Consolidated Fiscal Reporting System\CFRS 12.0\DB\Backup


C:\Documents and Settings\All Users\Application Data\Consolidated Fiscal Reporting System\CFRS 12.0\DB\Upload

screen shot of the Choose the file you wish to Import form

Once you have identified the file you wish to import data from, you will need to complete the following steps:

  1. This will bring up a list of one or more submissions contained within the file. Select the submission you want to import, by single left clicking on it, to highlight it.
  2. Check whether you want "All Data", to import the complete submission, including all site and financial data, or "Master data only", to import just the site and agency definitions, without any financial data. Be aware the following warning will come up, if "All Data" is selected. Acknowledge the warning by clicking the "Yes" button.

    screen shot of the All Data selected pop-up warning box

  3. Select the "Reporting Period", if other than the noted default period.
  4. Select the "Submission Type", from the drop down.
  5. Enter your five digit Provider Agency Code.

    As noted on the below image, item 1 (submission selection) must be done first. Items 2 through 5 can be done in any order. but you must complete them all, before you validate the form.

    screen shot of the CFRS Import Data form

    After selecting all the above options, Then click the "Validate" button. The below warning box will come up.

screen shot of the Successful Validation completion Message box

If no errors are found, then click the "Close" button. If errors are found, then follow the instructions to address the problem and then repeat the validation process.

After successfully validating the data you wish to import, click the "Import" button, on the lower right corner of the "CFRS Import Data" box.

Note: The Import process may take several minutes, dependant on the size of the data file you are importing and your computer’s speed and hardware resources.

screen shot of the Importing Data announcement pop-up box

When the import process completes, the Import Data Process Results box will notify you, with the message "Data Imported Successfully". (See below)

screen shot of the Data successfully imported announcement pop-up box

Finally, click the "Close" button on the pop-up box, and then click the "Close" button on the "CFRS Import Data" screen, to complete the import process.

Now that you have successfully imported your data submission from the "Submission" menu, select the "Open" option to open it up.

screen shot of the Opening a CFR Submission form

Select the submission you wish to open, and then click the "Open" button. See below:

screen shot of the Selecting the CFR Submission you wish to open form

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