At this writing, Salsa Classic has an issue that occurs when importing supporters int o groups. If a supporter is already part of the group, then Salsa does not import any information for that supporter. This makes it very difficult to both fix supporter information and add the supporter to a group.
This article describes a workaround for this issue. If you use the workaround, then an import will work correctly, even if supporters are part of groups.
In a typical import, the import file contains a column named "Groups". The Groups column contains a comma-separated list of groups that the supporters will be added to. This technique works very well, but does not give us much granularity. A supporters with three group names in the Groups column will be skipped if the supporter already belongs to one of the groups.
There is another way to import groups. In this method, the group names are appended as individual columns to the imported data. If a supporter needs to be added to a group, the column for the supporter contains a one. If the supporter does not need to be added to a group, then the column for the supporter contains a zero. Here's an example that shows supporters being added (and not added) to three groups:
The workaround configures a spreadsheet to use ones as zeros in the groups columns. That allows you to both control which groups supporters belong to and to avoid the current issue.
Here are some steps that you can use to create a spreadsheet that will import into groups without skipping supporter information.
Begin by inserting supporter records into the spreadsheet. You can click here if you need help with that. It will be very important for each row of the supporter data to have an email address.
Do this for every group
- Query for the supporters in a group. Click here if you need help with that. For example, here's a query that searches for supporters in the "Member" group.
- Export the Email field in the second page of the query workflow.
- Import the query results into a new sheet in your spreadsheet. It will be important to be named for the group. For example, the email addresses for the Member field go into a sheet named "Member".
- Make a note of the number of rows in the new sheet (in this case, 11);
- Return to the supporter sheet.
- Add a new column and name it with the group name.
- This is the tricksy part. The cells in the group row need to contain zeros or ones. We will do that by using a spreadsheet function call. The function call matches the test data shown in this example. You'll need to modify the function call to match the group data that you are using.
Here's the base VLOOKUP command.
You will need to configure the base VLOOKUP to match the data that you've imported so far.
- Change "C" in "$C2" to the column in the supporter data that holds the email address. For example, if the email is in the first column, change "C" to "A". If the email is in the fifth column, change "C" to "E".
- Change "Member" to the group name.
- Change "11" in "$A$11" to the number of rows in the group data minus 1 for the heading row. If there are 158 lines in the group data sheet, then replace "11" with "157".
- Copy the configured VLOOKUP command and paste it into the first cell in the new group column.
- You should see a zero or a one. If you do not see either, then repeat these configuration steps. If that still doesn't show zeros and ones, then please follow he guidance in the "Questions" part of this document (below) to get help.
- If there is a zero or one in the first cell under the group name, then copy the contents of the cell.
- Paste the contents into all of the other cells in the column.
- When you are done, all of the cells in the new group columns will contain a zero or a one.
- Save your work.
At this point, the data in the spreadsheet is ready to import into Salsa. You can click here if you need help with that. When you're done, all of the supporters with a one in the group column(s) will be added the the corresponding group.
If you have any questions, then please gather this information
chapter KEYif you are in a chapter of another organization
- The modified spreadsheet as an attachment
Send this information to firstname.lastname@example.org, and we'll be glad to help.