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Using Petlink's Mass Import Feature

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Using Petlink's Mass Import Feature Using PetLink’s Mass Import Feature Instructions for Animal Professionals (Shelters, Rescues and Humane Societies) Overview PetLink offers Mass Import of multiple prepaid microchip registrations and transfers of ownership for Animal Professionals, so that you can upload pet data in bulk, saving valuable time entering individual records. PetLink’s Mass Import is based on a simple, easy to use Microsoft Excel spreadsheet template, where owner and pet data are input into one document, which then can be uploaded into PetLink directly at one time. Mass Import enables immediate registration, and eliminates the need for individual registration and transfer of ownership forms that have to be mailed or faxed to PetLink. Mass Import also helps ensure that pet owner contact data Guardian: remains in secure hands. We are committed to our customers’ Linking You, Your Clients and Pets privacy; Mass Import creates an efficient and effective means to complete registration or transfer of ownership quickly By using PetLink’s Mass Import feature, your facility will and ensures that the privacy of both you and your clients is automatically be listed as “guardian” for every pet registered - protected. Your facility will receive a confirmation report and something that a pet owner or adopter cannot edit. This adds your each individual pet owner will receive a PetLink welcome email facility as a permanent contact in case the pet is ever found far following a successful import. from home but its family cannot be reached. It helps ensure that you can remain involved in the pet’s care and in making decisions In order to use Mass Import, your facility needs to have a valid, on how it is to be treated and possibly rehomed if that animal is free, Animal Professional account with PetLink. Once your ever unfortunately surrendered again. account is created, you can access the Mass Import template and instructions for completing a data upload by clicking on the Mass Import link in the left navigation menu in PetLink. If you have questions or need assistance at any time, contact us at [email protected]. We’ll get back to you within one business day – usually less! www.petlink.net [email protected] www.datamars.com [email protected] Creating a petlink account for • The Mass Import file must be either a Microsoft Excel (.xls) your facility or Comma Separated Values (.csv) file. • Open the template. You will notice that it contains several You can easily create a PetLink account for your facility. It takes column headings. It is very important not to alter these only a minute or two, and it’s free! Once complete, you’ll be column headings in any way. able to use not only the Mass Import feature highlighted here, • Make sure you do a “Save As” for each version of the Mass but also the many other features and benefits of PetLink. Import template. Please use the following naming scheme, We encourage you to check out the resources that will and rename a new version for each new import: be available to you and to your clients through PetLink! ShelterName_dd_mm_yyyy.xls • We recommend that you keep each version on file for at least 3 months; be sure not to overwrite an existing file after you complete a Mass Import until you receive an email confirmation from PetLink that your import was successful. Step 2: Managing the Template • Open the Mass Import template that you saved on your computer’s desktop. • The Mass Import file must be either a Microsoft Excel (.xls) or Comma Separated Values (.csv) file. • Remember not to alter these column headings in any way. • Column headers that appear in bold are mandatory fields, 1. Visit www.petlink.net (that’s .net, not .com!) meaning they must be completed for each pet in order for the mass import to be successful. 2. Click “Register Shelter” • We encourage you to complete the non-mandatory fields as 3. Fill out the information requested well; the more information we have in PetLink, the greater the 4. You will receive an email confirmation when your facility’s likelihood that we will be able to reunify that pet to its family PetLink account is live if it’s ever lost. • Transaction Type: It’s that easy! · Select “N” for a new registration, or “T” if you are transferring How to use mass import ownership. NOTE: If you are transferring ownership, it is important that a new email address (used as the new owner’s Step 1: Create and Save Your Mass Import File PetLink login) be assigned to each transfer. Email addresses previously assigned to PetLink accounts will result in errors. • Download the Mass Import template (.xls file) by logging in to If the new owner has an existing PetLink account, please www.petlink.net and clicking on Mass Import on the gray bar contact [email protected]. in the left-hand navigation menu and saving it to your • Microchip ID: The system will only access pre-paid Microfindr, computer’s desktop. Datamars or Bayer resQ 15-digit numeric microchip codes. • Breed: See the following pages for lists of suitable breeds. MASS IMPORT INSTRUCTIONS FOR ANIMAL PROFESSIONALS – Working with the template page 2 • For pet owners who do not have an email address: · PetLink uses the owner’s email address not only as a means of contact, but the email address also becomes the owner’s login name. If the owner does not have an email address, or if the email address is unknown, please use the following temporary address: 10digitphone#@petlink.tmp for example, [email protected] See how we made a temporary email address out of the phone number 800-123-4567? • Password: a password must be entered for each record; we recommend setting a standard password for your facility (i.e.: • Once you’re logged in, click on the Mass Import link Clinic1) that is used for all records; this can then be given to all owners, who can then set personal passwords at a later time. • Browse to the file location on your computer’s desktop • Don’t forget that each user must SAVE every time they • Click the red Submit button – You’re almost finished! enter a record to the template! • Check that you receive a confirmation report email from • Decide how many records you will collect before completing [email protected] to ensure that your Mass Import was a mass upload of your data. Perhaps your facility will complete successful; the email will have your template’s file name an import once per day, maybe once per week – or every time in the subject line. If there were any errors, you will need you collect information on 20 pets – you can decide what will to correct those records and resubmit just those with a work best for you. new Mass Import. • Make sure everyone who has access to this file is aware of the necessary settings, where the file is to be saved, as WASN’T THAT EASY? appropriate. Make sure the team knows who is responsible for completing the Mass Upload and for verifying the confirmation. It’s really not hard once you get the hang of it! • Here is an example of what your completed template should If you have any questions, or need assistance, please email look like: us at [email protected]. Step 3: Completing a Mass Import • Verify that your template is complete and correct with all the required information, and that it has been saved with the appropriate file name for upload. • Go to www.petlink.net • Log in using your practice’s account login name and password MASS IMPORT INSTRUCTIONS FOR ANIMAL PROFESSIONALS – Working with the template page 3 Canine Breeds The following is the list of the most common dog breeds; PetLink accepts AKC-recognized breeds. You may also list “Other” and include a description for dogs of mixed breed or of unknown origin. Affenpinscher Bahamian Potcake Dog/Royal Bichon-A-Ranian (Bichon Germain Pointing Dog Afghan Hound Potcake Frise/Pomeranian) Braques Francais/French Afghan Shepherd Bakharwal Dog Bich-Poo/Bichapoo/Poochon Pointer Africanis Barbet (Bichon Frise/Poodle Mix) Brazilian Dogo Aidi Basenji Biewer Terrier Briard Airedale Terrier Basque Ratter Bird Dog Briquet Griffon Vendeen Akbash Basque Shepherd Dog Biscotti (Bichon Frise/Scottie) Brittany Spaniel Akita Inu Bassador (Basset Hound/ Black and Tan Coonhound Broholmer Alano Espanol Labrador) Black Forest Hound Bruno De Jura Alapaha Blueblood Bulldog Basset Artesien Normand Black Russian Terrier Brussels Griffon Alaskan Husky Basset Bleu de Gasgogne Blackmouth Cur Bucovina Shepherd Alaskan Klee Kai Basset Fauve De Bretagne Bleu de Gascogne (Grand, Bugg (Pug/Boston Terrier) Alaskan Malamute Basset Griffon Vendeen Petit) Bull Terrier Alpine Dachsbracke (Grand Petit) Bloodhound Bulldog Alpine Spaniel Basset Hound Blue Lacy Bullmastiff American Akita Bassetoodle (Basset Hound/ Blue Paul Terrier Cairn Terrier American Bulldog Poodle) Bluetick Coonhound Cairn Terrier American English Coonhound Batard Boerboel Cairnoodle (Cairn Terrier/ American Eskimo Dog Bavarian Mountain Hound Bogle (Boxer/Beagle) Poodle Mix) American Foxhound Beabull (Beagle/Bulldog) Boglen Terrier Canaan Dog American Hairless Terrier Beagapoo/Poogle (Beagle/ Bohemian Shepherd Canaan Dog American Hunt Terrier Poodle) Bolognese Canadian Inuit (Eskimo) Dog American Pit Bull Terrier Beagle Borador (Border Collie/ Cane Corso American Staffordshire Terrier Beagledor (Beagle/Labrador Labrador Retriever) Cao da Serra De Aires American Water Spaniel Retriever) Border Collie Cão de Castro Laboreiro/ American Wirehaired Beagle-Harrier Border Terrier Portuguese Cattle Dog Anatolian Shepherd Beaglier (Beagle/Cavalier King Bordoodle (Border Colllie/ Cao de Fila Miguel Andalusian Hound Charles
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