In This Article:

    Advanced Import Resolution Queue

    In This Article:

      Salsa CRM analyzes data contained in the Advanced Import file for whether the data update existing records or duplicate existing records. Updated or duplicated data are sent to the Data Import Resolution Queue.

      Constituent Update

      An Import ID or Constituent Number needs to be in the incoming dataset in order to update existing records. CRM users must act to confirm acceptance of the Constituent Update. Incoming Import ID or Constituent Number values that match existing constituent values place the data rows into the Resolution Queue as a Constituent Update status. The following steps allow you to add records as new constituents or update existing constituent records.

      1. Select the Tools > Data Sync > Resolution Queue menu.
        AI_Resolution_Queue.png
      2. When the Data Import Resolution Queue opens, and the Constituent Update Status is shown, double-click on a record with this status.

      3. The Resolve Constituent Update window opens. This window allows you to compare the existing information to that which you are importing, to make sure the right Import ID or Constituent Number was used for that record.
        AI_Resolve_Const_Update.png
      4. If you select the Add New options, the incoming values will be added as new, primary values. Once you have made your selections, select the OK button.

        Pro Tip: The bottom of this window also allows you to, with one click of the button, Update Existing All, Use Existing All or Ignore Changes.

      5. Once you select the OK button, a Message window will appear. This window will alert you to the successful update and include the Constituent Number. Select OK.
      6. The Status of the record will reflect as Success. This indicates that the existing record has been updated.

      Potential Duplicate

      For potentially duplicated records, Salsa CRM compares the following fields of the record that is being imported against the information already contained in your database:

      • First two letters of the First NameAND
      • Entire Last Name, AND
        1. Address Line 1 is empty, OR
        2. First 3 characters of Address Line 1

      OR

      • Email Address

      OR

      • Government ID

      Any match of incoming data places the data row into the Resolution Queue as a Potential Duplicate status. The following steps will allow you to add this information as a new constituent or to update an existing constituent record.

      1. When the Data Import Resolution Queue opens, and the Potential Duplicate Status is shown, double-click on a record with this status.
      2. The Resolve Potential Duplicate window opens. This window allows you to compare the existing information to that which you are importing, which may be a duplicate of an existing record.
      3. The top panel allows you to select the information being imported so that you can Add as a new constituent. This option will automatically create an entirely new constituent record based on the information contained in the file you are importing.
      4. The second panel allows you to Choose Existing Salsa CRM Constituent. Selecting this option will “activate” the lower panels so that you may view the existing information and choose whether to update the existing information, use the existing information or, for certain fields, Add New information.  
      5. If you select the Add New options, the constituent record will have an additional address and/or phone number added to the record and marked as Primary. Once you have made your selections, select the OK button. The bottom of this window also allows you to, with one click of the button, Update Existing All, Use Existing All or Ignore Changes.
      6. Once you select the OK button, a Message window will appear. This window will alert you to the successful update and include the Constituent Number. Select OK.
      7. The Status of the record will reflect as Success. This indicates that these updates have been made to the existing record.

      Unknown City

      Address Line 1, City, State, and Postal Code are all required in the incoming data set in order to provide a valid address record. Salsa CRM stores the combination of City, State, Postal Code, and Country in its own table in order to make city definitions consistent for all data entry users (Mt. Lebanon versus Mount Lebanon, for example).

      This setting indicates that the user selected Use Unknown City Status on the Import Options panel, meaning "Don't automatically add cities that are not on the database".
      AI_Unknown_City_Status.png
      User review is recommended in these cases, for example, if there was a misspelling in the source data.

      Invalid or Missing Data

      If you are presented with the Invalid or Missing Data status, then some expected information for one of the data columns was not included.

      1. Select that row from the Resolution Queue; the Edit Advanced Import Data Row window will appear.
      2. The top of this window will display the Error Message; fields listed below the error message will display in pink if that field needs to be edited. You can edit the field directly in this window.
      3. Once you have made the necessary changes, select the OK button.

      Other Resolution Queue Statuses

      Donation Update—This status is for information purposes only.  Donations cannot be updated via Advanced Import.

      Duplicate Data Sync Map—The unique Import ID for this constituent is the same as another "unique" id submitted by the same vendor.

      Duplicate ID—Another constituent has already been stored with the same SSN.

      Ignore—There was absolutely no change to an existing record by incoming data intended to update an existing record.Missing Record—A Donation pointing to a constituent record has been imported, and that constituent does not exist.

      Missing Parent Record—The referenced SSN, Import ID, or Constituent Number no longer exists in the database.

      Pledge Pay No Installments—A pledge payment arrived but no installments are defined to link to this payment.

      Pledge Pay No Template—A pledge payment is noted in the import data, but no pledge template was set up for this payment.

      Success—This entry was successfully imported into Salsa CRM.

      System Error—An error occurred while processing this row. Typically this is only resolvable by contacting Salsa support.

      Unprocessed—Typically, a temporary status that displays immediately after loading an import.  As each row is processed, this status changes to its final status.

      Resolve All

      NOTE: When you select the Resolve All button, this will update all of the matching records in Salsa CRM all at once. THIS CHANGE CANNOT BE UNDONE.

      1. Select the Resolve All button at the bottom left of the Data Import Resolution Queue screen; the Resolve All pop-up will appear.

        AI_Resolve_All_Button.png
      2. On this pop-up, you will select one of the items to resolve all records with that status in this queue. For instance, if you have chosen to Resolve All of the Constituent Update statuses, the Resolve Constituent Update window will appear.

        NOTE: THE SELECTION YOU MAKE HERE WILL AFFECT EVERY RECORD IN THE QUEUE WITH THE STATUS OF CONSTITUENT UPDATE. IF YOU CHOOSE TO UPDATE EXISTING RECORDS IN SALSA CRM, EVERY CORRESPONDING CONSTITUENT RECORD WILL BE AFFECTED BY THIS UPDATE.

      3. Select OK.
      4. The Confirmation Required pop-up will appear. This is to WARN you that all of the records in the resolution queue with the selected status will be updated using the options you have selected. This operation cannot be undone.
      5. Select OK.
      6. After you have selected OK, select the Search button to refresh the screen. If the Success filter at the top of the screen is not selected, you will see any remaining statuses to be addressed.
      7. Continue using the Resolve All button as needed.

      NOTE: If Salsa CRM finds more than one record that could be a potential duplicate, it cannot choose which one to update. Therefore, those records will not resolve and change to a Success status. Those will have to be resolved manually.

      PRO TIP: Resolve All Constituent Updates produce a Long Running Process in the database (Tools > Long Running Processes) that works behind the scenes to update data. Check that menu to see when your processes complete for large datasets.
      AI_RQ_LRP.png

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