Postcode look-up files can be uploaded to SchemeServe to populate information automatically when a postcode is entered. The preparation process depends on whether your postcode data has been supplied as a CSV file, text file, or across multiple files. 

As these files will need maintenance and updating, we would always recommend using an API where possible instead.

Before you start

You may need:

• 7-Zip to compress large CSV files.
• Notepad or Notepad++ to prepare or combine postcode data.
• Access to Admin → File Lookups in SchemeServe.

Uploading a CSV postcode file

If your postcode data is already supplied as a CSV file, it may need to be compressed before it can be used in SchemeServe:

1. If the complete CSV cannot be opened because of its size, compress the file into a ZIP file using 7-Zip.
2. Locate the CSV file on your computer.
3. Right-click the file.
4. Select 7-Zip.
5. Select the option to add the file to a .zip archive.
6. Confirm that the new ZIP file has been created.

The resulting ZIP file can then be used as the new data file for the postcode look-up.

Check the postcode data

After uploading the new file, test a couple of postcodes contained within it. Check that the expected information is being populated into the correct fields in SchemeServe.

Converting a text file to CSV

If the postcode data has been supplied as a text file, convert it to CSV before uploading it.

1. Open the file in Notepad++.
2. Select File → Save a Copy As.
3. Add .csv to the end of the file name. For example: Postcodes.csv
4. Save the file.

If necessary, you can then ZIP the resulting CSV using the process above.

Combining postcode data from multiple files

If the postcode data is spread across several files, combine the data into one file before uploading it to SchemeServe:

1. Open each file containing the postcode data.
2. Transfer the relevant postcode data into Notepad or Notepad++ to create one combined document.
3. When combining files, remove the additional title/header rows so that the headers appear only once, on the first line of the combined file.
4. Copy all of the combined postcode data into a new Notepad or Notepad++ file and save it.
5. Check the first and last postcodes against the original client files to make sure all of the required data has been included.
6. Save the new file as a CSV by adding .csv to the end of the file name.
7. ZIP the CSV file using 7-Zip.

Uploading the new lookup file to SchemeServe

Once the file has been prepared:

1. In SchemeServe, go to Admin → File Lookups.
2. Select the option to create a new lookup file.
3. Upload the new postcode file you have prepared.

Important: Do not replace the data in the existing lookup file. Existing cases may still rely on that lookup file, so the updated postcode data should be uploaded as a new lookup file instead.

Final check

Once the new postcode look-up file is in place, test a selection of postcodes and confirm that the correct information is being populated into the expected fields in SchemeServe.