Create EViD Elections — Import Election Data From TEAM

If TEAM is the voter registration system that is used by your county and you will be using EViD for Early Voting, begin setting up your training and production elections in EViD Manager 60 days prior to the election. If you are not using EViD for Early Voting, this will occur 45 days before Election Day.

Note: This topic is not applicable for counties that use the EViD integration with Voter Focus. See Election Setup - Import Voter Focus Election Data.

Typically, a training election is created first. After your training election has been created, you should carefully review your election data to ensure it is as expected. Once a review has been completed and approved, you are ready to create your production election.

Upon successfully creating your production election, you will perform the incremental updates each week leading up to the beginning of Early Voting or Election Day. This ensures your voter data is kept up to date and avoids delays in updating your election just prior to the beginning of these times.

To set up your election, you will need data from TEAM that contains pertinent information needed to create an election.

Before beginning, pick a folder location on your machine or network where the exported files will be saved. Ensure no other files are in the folder.

Three files are needed to create an EViD election:

  1. Export the Election and Poll Place file:

    1. In TEAM, go to Reports > Public Reports > Voter Reports > Election and Poll Place.
    2. Select the election name.
    3. Select CSV as the report generation type, and then click View to create the file.
    4. Save the file in the pre-determined folder location.
    5. Rename the export file as Election And Poll Place.

  2. Export the OLRV file:

    1. In TEAM, go to Reports > Public Reports > Voter Reports > Official List of Registered Voters.
    2. Select the election name.
    3. Select to sort by voter name.
    4. Select CSV as the report generation type, and then click View to create the file.
    5. Rename the export file as OLRV.
    6. Save the file in the pre-determined folder location.
  3. Create the BallotStyles file. This file is inclusive of all TEAM elections that are involved with the EViD election that is being created and their corresponding ballot styles and, if applicable, party.
    1. Create a CSV file with the following data columns:
      • StateElectionID
      • BallotStyle
      • PartyCode
    2. Name the file BallotStyles.
    3. Save the file as CSV type in the pre-determined folder location.

    Sample BallotStyles Data

    A blank PartyCode value automatically creates a General election when imported in EViD; otherwise, a Primary election is created by the import for entries in the file that contain a party code.

    Data TypeValue

    "StateElectionID","BallotStyle","PartyCode"

    Primary—"55555","G01","REP'

     General—"55555","G01","'
Note: Contact VR Systems EViD Support if you need assistance with creating these files.

Once you have exported the required files, you must next import the data, which creates the election, adds the polling places, and stores the voter and ballot data.

  1. In EViD Manager, go to EViD Admin > Import.

  2. Leave the default selection of Full.

  3. On your machine or network, browse to and select the folder that contains the following files:
    • Election And Poll Place
    • OLRV
    • BallotStyles

    A primary EViD election will be created for election IDs in the BallotStyles file that contain a party code. For election IDs with a blank party code, a General election will be created.

  4. Touch Import. If EViD Workstations will not be used for Early Voting, this concludes the import process.

    Important! If EViD Workstations will be used for Early Voting, you must perform one additional task. The import sets all polling locations as an Election Day polling place. You must update the Early Voting and, where applicable, Election Day assignments for polling places.

  5. After the import, go to EViD > Poll Place Maintenance in EViD Manager.
  6. If needed, change the selected election at the top of the screen.
  7. Select the Early Vote column for each location that will participate in Early Voting.
  8. Clear the Election Day column for any location that will not participate in Election Day voting.
  9. Save your changes.

In addition to settings from the imported files, the Import process creates the EViD election with the following data (data that does not often change from election to election) that is copied from the previous election:

  • Election options
  • Workstation roles and role permissions
  • Polling place officials
  • Provisional reasons
  • Voter identification types
  • Voter statuses
  • Undo reasons
  • DirectPrint templates

To update EViD with the latest voter data, the only file you export is the OLRV file. Export the file on a weekly basis or, when needed, more frequently.

  1. In TEAM, go to Reports > Public Reports > Voter Reports > Official List of Registered Voters.
  2. Select the election name.
  3. Select to sort by voter name.
  4. Select CSV as the report generation type, and then click View to create the file.
  5. Save the file to an empty folder on your machine or network.
  6. Rename the export file as OLRV.

Incremental imports include data for elections that have already been imported up through one day after each election's election date.

  1. In EViD Manager, go to EViD Admin > Import.

  2. Select Incremental.

  3. On your machine or network, browse to and select the folder that contains the OLRV file.
  4. Select Primary Election, when applicable.

  5. Touch Import.

  • Election And Poll Place file:
    • Election name
    • Election date
    • State election ID
    • Polling place names
    • Polling place IDs
    Note: The file contains both Early Voting and Election Day sites, but they are not differentiated in the file. All locations are set as Election Day. You must go to Poll Place Maintenance after the import to set locations for Early Voting, as appropriate.
  • OLRV file:
    • County code and name
    • Voter information (VUID, name, address, date of birth)
    • Assigned precinct
    • Voter status
    • Ballot/voting activity

        TEAM CodeActivity Shown on EViD
        AMAbsentee MailedBallot Issued
        ABAbsentee ReceivedBallot Received
        AXAbsentee RejectedBallot Received
        AVAbsentee AcceptedBallot Received
        ACAbsentee Ballot Canceled By VoterRemove Absentee Status
        EVEarly Voting Ballot AcceptedVoted Status
        EXEarly Voting Ballot RejectedVoted Status
        EDElection Day Ballot AcceptedVoted Status
        BXElection Day Ballot Rejected Voted Status
        PBProvisional Ballot AcceptedVoted Provisional
        PDElection Day Provisional Ballot ReceivedVoted Provisional
        PEEarly Provisional Ballot Received Voted Provisional
        PXProvisional Ballot RejectedVoted Provisional

    • Ballot style
  • BallotStyle file:
    • For each election that is involved with the EViD election that is being created:
      • State election ID
      • Ballot style
      • Party
  • 1. Set Election Options—Election information and settings are set as part of the county database import process; however, you may want to adjust the settings after the import is complete.
  • 2. Verify Voter Information Types—Ensure the proper list of acceptable IDs are entered for the election.
  • 3. Verify System-Wide Options—Ensure the options that will apply to all EViD stations are correct.
  • 4. Verify Network and Station Settings—a) Select the election mode and network or wireless settings for each place. b) Select the individual configuration for each EViD station.
  • 5. Perform a Database Export—Perform just prior to the beginning of Early Voting and, for Election Day voting, ideally after post processing of Early Voting activator is complete to ensure that the information loaded on activators is up-to-date.
    Important: You must complete all previous steps before exporting data.
  • 6. Create Activator Image—Prepare an image of the database created during the Database Export that can be copied to activators. Depending on where you are in the election cycle, this will be a Staging image along with an Early Voting or Election Day image.
  • 7. Make Activators—Copy the image to flash drives. This must be done one mode at a time (i.e., Staging, Early Voting, or Election Day).
  • 8. Test Activators—We recommend that you test one activator for each activator image you created.