Schedule Notices to Voters Listed in a Spreadsheet

If you have a Microsoft Excel spreadsheet that lists voters, Voter Focus can schedule a notice for those voters. The origin of the spreadsheet need not be a Voter Focus program; it can be created manually or from any other source, such as an export from FlexRep or Crystal Reports.

Once the notices are scheduled, they can be printed from the Notices Queue.

Note:  Inactive and Ineligible voters in the spreadsheet are not scheduled for the notice unless the options Send to Inactive and Send to Ineligible, respectively, are selected in Document Maintenance. If these options are not selected, affected voters are scheduled to receive the notice, but the notice is not printed, nor is it counted in the Number column of the Notices Queue for that notice.

To be read by Voter Focus, the spreadsheet must conform to these rules:

  • The spreadsheet format must be XLS or XLSX.

  • The first column of the spreadsheet must contain the voter registration IDs.

  • There can be no blank rows between voter entries. A blank row indicates the end of the list, so any voters listed after a blank row are not scheduled for the notice.

Users must have the permission DocumentScheduling to schedule notices to voters in a spreadsheet.

If you are exporting to Excel from a Crystal Report, we recommend you choose the format Microsoft Excel (97-2003) Data-Only (*.xls) or Microsoft Excel Workbook Data-Only (*.xlsx).

  1. Go to PRINTING > Document Scheduling > Send Documents to Voters on Excel Spreadsheet.

  2. On the Schedule Notice for Voters on Spreadsheet dialog, click Select Notice. On the Select Document to Print dialog, highlight the notice to send to the voters and click OK.

  3. Click Import Voters from Spreadsheet. Navigate to the folder where your spreadsheet resides, highlight the file name, and click Open. Voter Focus reads the voter IDs and names from the spreadsheet and displays them on the dialog. When you see the message, Reading of Excel Spreadsheet completed, click OK.

  4. Click Schedule Voters for Notice. The notices are scheduled and a message indicates the number of scheduled notices. Click OK.

The notices can now be printed from the Notices Queue.