Prior to starting an import into Salsa CRM, please review the data file. It is necessary to verify that the column headers are identical to the Column Names that are in Salsa CRM so that they populate specific fields in the database. Remember, these headers are mapped to Salsa CRM so that they populate specific fields in your database – make sure the headers line up appropriately with the information in your file.
When adding new constituents, it is required to include a unique identifier in your source data, labeled Import ID, that is not reused for another constituent and uses either a sequential numbering system or the unique identifier from the source database. Add Constituent Type as well, which labels the incoming Constituent as "I" for Individuals and "O" for Organization records.
The database uses the Last or Org Name field to store last names of individuals and the full organization name of organizations. Individual records must contain a First Name and Last Name (in the Last or Org Name field). Organization records must contain the "O" Constituent Type and the name of the organization in the column labeled Last or Org Name.
Get Column Headings from a Sample File
- Open the Advanced Import, from the main menu select Tools > Data Sync > Advanced Import
- All of the Column Names, based on your database, are defined in the mid-section of the Advance Import screen.
- You can create a spreadsheet of these definitions by selecting the Save Column Definitions…button at the bottom of the screen. By selecting this button, you will be able to save this information, as a .csv file, to your computer or network drive for future reference.
- If you clicked the Save Column Definitions button, a pop-up window will appear. Enter the name of your file or accept the default name provided by Salsa CRM. In addition, if you want to replace the empty spaces in the column headings with underscores, click to add a check-mark to select Replace spaces in column headers with underscores. Typically, underscores are used if you are creating a sample file that will be used to integrate with a web form.
- The file may be saved to your Downloads folder. Depending on your browser, you may (as shown in the video above) open the file from the preview bar at the bottom of your browser. IMPORTANT TO NOTE: The Sample File you created contains all of the Salsa CRM recognized column headers, based on your database, that are available to use when importing information. The column descriptions are available on the color-coded mid-section of the Advanced Import screen.
- It will be necessary to populate this file with the information to import into Salsa CRM or you may use the column headings in your data file, but be sure to match your data with the appropriate column headers. IMPORTANT TO NOTE: When including the Last Name or an Organization Name, use the Last or Org Name column heading. If you have an individual and an organization in the same data .csv spreadsheet, remember to include the Constituent Type in a column with an "I" for individual or "O" for an organization.
- When you are importing constituent information only, make sure you do not have any donation or gift-related columns in the import file. When populating the file that you are going to import into Salsa CRM, each unique constituent record may have an Import ID but is not required. Typically, this is the Source ID issued by the vendor (i.e. Jenzabar), but it is not the Constituent ID. If you are importing a file that you have created manually and not from a vendor such as Jenzabar, it is not necessary to create Import IDs.
- DATE ENTRY: We highly recommend that you use on the listed formats with the complete four digit year, especially if any of the dates you are importing are prior to the year 2000. Advanced Import supports the following common date formats for all date fields:
Import the Data File
- Once you have completed populating the .csv file you want to import into Salsa CRM, select the Browse button on the Advanced Import screen, to locate the file to import.
- Once the file is selected, click the Open button. The name of the file you chose is located in the text box next to the Browse button.
- If you have created a sample file, as explained in the initial steps, and, for web integration, chose to have spaces replaced with underscores, you will need to select the Remove Header Underscores option before moving on to the importing process. The column headers of information you are trying to import cannot have underscores.
- The vendor is the software package you used aside from Salsa CRM to obtain the data. For example, a vendor may be Jenzabar, etc. For future Advanced Imports, there will be no need to re-type the name of a vendor or your reference from which data has been previously imported. Vendor names entered into this field will be added to the drop-down window on this field. When typing in a Vendor name, be certain of the spelling, this list cannot be edited.
If you acquired the data list from a Vendor, enter their name by manually typing it in the text box next to Vendor Name. If the file was created by your organization, then enter a reference in the field because a specific vendor name would not apply. For example, use the import date and the event name.
- Click to add a check-mark to Include Address in Duplicate Matching but this is optional.
- If you are importing information that needs to be mapped to an existing form in Salsa CRM, please refer to the IMPORTING FORMS article for detailed information on importing information into forms.
- Select the Process button.
- The Import Options window opens. Based on the column headers, Salsa CRM will identify that you are importing Constituent information. There are 4 default values that optionally can be set (but don't have to be if you don't want to or if they are already in the source data):
- Organization Type
- Individual Type
- Note Purpose
- When you select default information, this information will be applied only to records that are creating new constituent records in the database. This default information will not be applied to records in the database that are only being updated.
IMPORTANT TO NOTE: If any of the information you are trying to input contains errors, you will see the Action Required window. You can select OK to submit the file for processing or cancel the request and fix the errors in the input file.
Note: Although the column heading spelled correctly, it was all uppercase. Advance Import requires that the column headings match exactly. For the example below, the column heading should have been entered as "Title" with the first letter as uppercase only.
- Once you have selected any necessary default information, select the Continue button. The Data Import Resolution Queue window opens.
- Use the Search Criteria at the top of the screen to narrow your results so that you can more quickly adjust the import information for processing into Salsa CRM. Once you have selected the criteria by which you would like to search, select the Search button on the right-hand side of your screen.
- The Status column will display if the import has been successful, or list any of these other reasons:
Unprocessed, Invalid or Missing Data, Missing Parent Record, Hon/Mem Resolution, Potential Duplicate, System Error, Donation Update, Ignore, Unknown City, Constituent Update, Duplicate Government ID, Pledge Pay No Template, Pledge Pay No Installments, Duplicate Data Sync Map. IMPORTANT TO NOTE: Once a record has been marked with a Status of Success, you know that this record has been successfully imported into Salsa CRM. No other action is required.
- If the Status of a record appears as anything other than Success, (as the above video shows), double-click on a line to open the corresponding window to view the data and resolve the issue.
- Invalid or Missing Data: If you are presented with the Invalid or Missing Data status, when you select that row from the Resolution Queue the Edit Advanced Import Data Row window will appear. 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. Once you have made the necessary changes, select the OK button.
- Once a Status displays as Success, you know that record has been entered into Salsa CRM. To view this information without leaving the Advanced Import Module, select the Process button in the lower right-hand corner. The highlighted record will open, here you can quickly adjust any information on the record if necessary. Be sure to select the Save button if you have made any changes to the record.
- Continue viewing the other records if needed. NOTE: The Assign Hon/Mem ID button is to be used by Convio users only. Currently, this functionality is available only to those customers who also use Convio. Once you have completed an Advanced Import, any previously imported files are available for you to view by selecting Tools > Data Sync > Resolution Queue.