Salsa CRM's basic Import function gives you the ability to upload basic constituent data so you can add your new supporters faster than typing.
Advanced Import enables you to import data from other applications as well as donations, pledges, notes, custom fields and form information into both new and existing constituent records.
Download data from your other applications straight into a CSV file, or into an Excel spreadsheet which can then be converted to a CSV file.
Advanced Import Workflow
A very general workflow for using Advanced Import is as follows:
- Export your source data to a comma-delimited (CSV) file.
- Make sure your data column headers match our required column headers.
- Edit data according to our best practices.
- Upload the CSV file to the Advanced Import module.
- Process any unimported data through the Resolution Queue.
Advanced Import Permissions
Prior to using the Advanced Import, users must have the Data-Related Permissions assigned. Without this permission assigned, a user will not be able to access the Advanced Import. If you do not have this permission, please check with you Database Administrator.
To Assign Permissions:
- From the main menu, select Manage and then Roles.
- On the Roles panel on the left-hand side of the screen, highlight the Role to which you would like to add the Advanced Import Data-Related Permissions. You will want to add the Advanced Import Data-Related Permissions to the role that has already been assigned to the user who will be working with Advanced Import.
- On the Data-Related Permissions panel, located on the lower half of the Roles screen, select the appropriate Add, Edit, View and Delete permissions located next to Advanced Import option.
Data File Best Practices
Robust data collection about your supporters is preferable to limited data collection. When producing the data file in CSV file format for Advanced Import into Salsa CRM, it's helpful to know these items when formatting your data:
- You must label your data columns in your file the same as what the field is called in Salsa CRM, and spelling counts! For example, US address ZIP codes are stored in the Postal Code field.
- The Advanced Import module has a comprehensive table of database fields. This table will help you understand what you have to label the columns in your data file.
Do not import blank last name columns as Individuals. The import will be rejected.
Do not put both first and last names in one name field or the other. Split them into separate first and last names.
Do not use fake/made-up first or last names like 'Unknown'.
Do not use fake email addresses if you don't know someone's email. It will negatively impact your delivery reputation if sent to a valid domain.
- Salsa CRM recycles some fields. The Last Name of Individuals and the full Organization Name for Organizations are stored in the same field in the database: Last or Org Name. Check Numbers, Other Payment Type Descriptions, and Credit Card Authentication Codes are stored in the same field. It's very efficient.
- We only support the ASCII subset of the UTF-8 encoding scheme. There should be no special characters or foreign letters in your data file, such as (but not limited to) $ % ^ & * ¢ £ ¥ € ∫ ½ ÷ © ® § Á Ë Î Õ Ñ Ü.
- No leading, trailing, or excessive spaces in your field values.
- If you are importing a mix of individuals and organizations, the column Constituent Type with values "I" for Individuals and (letter) "O" for Organizations will be required.
- Individual records must have a First Name and Last Name.
- Organization Records must have a Last or Org Name and the "O" Constituent Type.
- Phone Numbers typically contain 10 numbers, a 3-digit area code, a 3-digit prefix, and a 4-digit line number. Imported phone numbers may be in the following formats, with any digits beyond 10 numbers considered an extension:
NOTE: international phone numbers are not supported in Advanced Import.
- Different Payment Types require different fields. Check payments, for example, must also upload the check number and the check date. Cash payments require no other data and are the default. So if you don't upload a required field along with your non-Cash payment type, it will convert to Cash Payment Type. These are the required fields with the corresponding Payment Type:
- Check Number
- Check Date
- Credit card
- Card Type (VISA, AMEX, etc)
- Last 4 digits of the account number
- Expiration Date (MMYYYY or MMYY)
- Authorization Code
- Other Payment Description (Recommended if Payment Type is "Other". Default: N/A)
- Gift in Kind
- Gift in Kind Description
- Payroll Deduction
- Payroll Identifier (Optional if Payment Type is "Payroll Deduction")
- Do not include Import ID unless you want to use the Import ID for the new Constituent Number of the Constituent record.
- Vendor Name and Import ID go hand-in-hand to identify the unique nature of the record you are importing. Vendor Name should be the name of the organization that is supplying the data that you are importing.
- If address records in the data file are from different countries, a Country column will be necessary, with the ISO-3166-2 country code abbreviation instead of the full country name. England is GB; not UK.
- Addresses need to be complete, with Address Line 1, City, State, and Postal Code. All must be present; none may be missing or it won't be imported. A partial address is not valuable data.
- In general, we try to follow the ISO-3166-2 country code for the province or state codes, i.e., OXF for Oxfordshire, Great Britain, or 401-Bundibugyo for Uganda. In most instances, N/A works.
- Postal codes will need to be commensurate with the country the address is in. For instance, US postal codes are five digits long. Do not include the ZIP+4 in the Postal Code field. It belongs in the Postal Code Suffix field.
- Excel and other spreadsheet programs may not retain a leading zero in a postal code field, for New England states for example. Make sure the file is saved so that postal codes are formatted as five digits before saving as a CSV file.
- Canadian postal codes are not ZIP codes; that's a trademark of the United States Postal Service. They are 7 characters in the format A1A 1A1 — alternating letters and numbers with a space in the middle.
- Some countries don't have postal codes: Hong Kong and Ireland, for example. N/A is appropriate in those addresses.
- When you Process the source file, the system scans the file and pre-check for errors. If there are fewer than 50 errors the system will allow you to proceed, and you will just have to fix the errors in the Resolution Queue process later on. If you have more than 50 errors, you'll have to go back to your source file and fix the errors.