This menu option allows you to import existing data into Salsa CRM. The file must be a comma-delimited file, with a file extension of .csv. Commercial spreadsheet software can typically produce this type of file. The first row of data in this file must contain column names that Salsa CRM will use to convert your data. For Individual imports, Salsa CRM requires at least the First Name and Last or Org Name columns. Organization imports require at least the Last or Org Name column. All other columns are optional. Columns may appear in any order in your file. The column names must match the spelling below exactly. Extra columns will be ignored. Salsa CRM’s Data Sync Import is meant to be used with constituent information only, donation information will not be imported. It is imperative that the column headings match in the data file to Salsa CRM.
Select "Update existing addresses only" to update address information on existing constituents. This feature would typically be used after you have sent a mailing list to a commercial mailing vendor, and that vendor returned a file with corrected addresses and Delivery Point Codes ("DPCs"). This feature requires that a Constituent ID column exists in the import file, and that this column contains valid Constituent IDs. Invalid IDs will be ignored. To update constituent addresses, you also need to include the Address ID field in your data for existing constituents.
Recognized Column Names
· (Custom Fields)
Salsa CRM will recognize any column name that matches the field name that you’ve assigned to Custom Fields on the main constituent and My Salsa CRM screens. Custom Date fields must be in the format appropriate for the selected country. Custom Checkbox fields recognize “Y” for checked, and “N” for unchecked. Custom Dropdown values must be a value that you have already defined in your Dropdown field.
The other recognized column names include:
Title, First Name, Middle Name, Last or Org Name, Name Suffix, Maiden Name, Nickname, Address Prefix 1, Address Prefix 2, Address Line 1, Address Line 2, Address Line 3, City, State, Country, Postal Code, Postal Code Suffix, DPC, Gender, Birth Date, Deceased Date, Email, Contact Name, Phone Country Code, Phone and Address ID.
- Choose Tools, Data Sync, and then Import from the main menu.
- the Step 1 screen displays. Choose a file using the Browse button.
- Select whether this file contains Individual constituents or Organizations. If you select Organization, you must specify an Organization Type.
- If desired, select a Group to which all imported constituents will be assigned.
- Select Update existing addresses only to update address information on existing constituents. This feature would typically be used after you have sent a mailing list to a commercial mailing vendor, and that vendor returned a file with corrected addresses and Delivery Point Codes ("DPCs"). This feature requires that a Constituent ID column exists in the import file, and that this column contains valid Constituent IDs. Invalid IDs will be ignored.
- Select the country to establish the appropriate editing for dates, phone numbers and postal codes. All Date Fields reflect the date format for the country you selected by going to Tools, Options, Other country dropdown box. For instance, if you select “Singapore”, then all date fields will expect and display a format of “dd/mm/yyyy” instead of “mm/dd/yyyy”. This may be changed to import setting from other records. NOTE: When entering a date for import, you must use the full four digits. (i.e. 2009) If you use only two digits, the year will not appear as expected.
- Select the Next button. There may be a pause as your import is processing. Note: Large files may not import, or take an extended time to process. It is recommended to break larger files into multiple smaller files.
- The Step 2: Preview, Exclude & Modify Data screen displays. The data from the selected file appears. Select the checkbox to deselect any record that you do not wish to import.
- Click the magnifying glass to open a record to view and/or edit. Once finished, click the OK button.
- Select the Next button.
- The Step 3: Select Duplicate Criteria screen appears. Select the checkboxes to designate the fields that you wish to represent a duplicate constituent. For example, if you select only Last or Org Name, then any record on the input file that matches a Last or Org Name on the database will not be imported.
- Select Next to continue.
- The Step 4: Process Selected Records screen appears. Select Process to begin processing the selected records. The window will display the status of each record (failed or added). Salsa CRM will provide reasons for constituent information that failed to import, such as the example shows, invalid Postal Code Suffix.
- When processing is complete, click the Finish button.