Organization and/or individual profile data can be imported into your database from a prepared Excel spreadsheet. To ensure that your data is properly set up for import, please refer to these two articles:
Profile Data That Can Be Imported
Prepare Excel Profile Data for Importing
Once your spreadsheet for import is prepared and saved, go to Admin > Import Profiles.
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Import Settings
- First, select whether the imported profiles are Members, Prospects, or neither. If you choose neither, new profiles will be created as non-member organizations and individuals. If you choose Member or Prospect, the "principal" profile selected below will be set as a Member or Prospect respectively.
- Principal Profile: indicate whether the organization or individual on each row will be designated as the member/prospect based on the above setting, as well as any affiliation codes, category listing, and custom field values.
- Relationship: these options allow you to determine how the organization and individual profiles on each row will relate to each other. You can set the individuals to be Main Contacts, and set the individuals (or non-principal profile) to inherit the address and phone information of the principal profile, and set your Relation Type (usually "Employee" should be selected here).
- Duplicate Validation: determine how you want the system to search for and manage duplicates. By default, Profile ID, Profile Name, and Email are both searched to determine if any existing profiles match the rows in your spreadsheet, and you can also add Address matching as well.
- If the Profile ID column is populated, the matching profile will be selected to be overwritten by default. If the setting(s) to default email address or profile name matches are checked, the duplicates will be set to overwrite the matching profile for each row (see below).
- If the Profile ID column is populated, the matching profile will be selected to be overwritten by default. If the setting(s) to default email address or profile name matches are checked, the duplicates will be set to overwrite the matching profile for each row (see below).
- Select your file: choose Upload Excel File and select the prepared excel file from your local files. Once you've selected a file, the duplicate validation will run.
- Review and process any duplicates: The system will do a duplicate check and allow you to either remove the duplicate from the import, overwrite the existing matching profile, or to go ahead and create a duplicate record. This article includes detailed steps and options for the duplicate check process: Import Tool Duplicate Checker
- If you are satisfied with the data, then click the Import Data button. NOTE: This cannot be undone! Once the profiles are imported, they can only be deleted manually, one at a time. The import will run in the background and send you an email with the results when complete.