Importing+data+in+CiviCRM

=Importing Data into CiviCRM=

Importing data in CiviCRM is done using excel spreadsheets saved as CSV files (Comma Separated values).

Typical reason to import data include:
 * adding new contacts who have been Symposium participants
 * adding/updating facilitator details including Facilitator custom fields after a facilitator training event
 * adding contacts from another database (for example another organisation gives us permission to add their contacts)

Importing will either add new contacts if they don't exist or update if they do exist (you can stipulate how the update happens as well such as update existing details or just adding new data to currently empty fields)

The key process is preparing your import file - we have template XLS/CSV files for symposium and facilitator import processes that have saved field mappings in CiviCRM to streamline the process but you can do a manual mapping of column headings to CiviCRM field names from any spreadsheet.

Templates & Sample Files
Symposium Hosting and Administration

Using Groups & Tags to identify contacts
In addition to mapping spreadsheet columns to CiviCRM fields to transfer information in, there is also the option in the final import stage to apply Groups and/or Tags to help us search for and recognise contacts once they are in:

NOTE - tags and groups are applied in the final import step and will be applied to every data row imported. If you have mixed data where individual rows would have different tags or groups then split the import file into multiple files and apply the tags/groups you want to apply for each separate import.

Groups
 * typically used for mailing lists like the National and State level lists
 * all new contacts should be added to the national mailing list (there is a No Bulk Email field used for anyone who doesn't want to receive emails from us)
 * you can select multiple groups using the CTRL key

Tags
 * used to categorise the contact
 * typical tags are what type of facilitator someone is (ATD, Wakeup, Jump UP etc)
 * it is often useful to add a tag on import with the initials of person doing the import and the details of why the import is happening e.g. PE facilitator import April2012 - this is optional. Select the Import Details tag set and you add the tag details on the fly

Templates
Symposium Participant import (can also be used for general contact details importing - just ignore the participation fields)

Preparing your import spreadsheet
Please note the following


 * the first row must have the column headings - remove blank rows
 * You must have first or last name and an email address for matching purposes
 * use the templates where possible
 * if you want to keep additional columns of information on a spreadsheet that uses the template - add the columns to the end so it doesn't upset the mapping process
 * dates to be in dd/mm/yyyy format
 * preferred format for phone numbers is 0413 123 123 for mobiles and (03) 6444 1234  for Australian numbers - include country codes for international numbers
 * We use the **Email -Main** for the primary email address provided and **Email-Other** for any additional email addresses provided
 * Same for Phone numbers - put all primary numbers whether mobile land line, work or home in the first column (**Phone-Main**) and then any secondary numbers in the next column (**Phone-Other)**
 * include State and Country on all records
 * Address details can be missing
 * For New Zealand and other countries leave the State field blank or do a new contact entry in CiviCRM and see what state names are available when you select the country field
 * Not all country values have been turned on - if you get an error on import saying the Country is invalid - contact the database administrator to get the country included.
 * If you can't
 * If you have one or two fields on a few rows preventing can't work out what to change a field to to get it inc

Import process
4 step process once your CSV file is ready (Excel has a save as CSV option)

During this process, click on the small speech bubble icons next to fields to get more information

Step 1 Step 2 Step 3 Step 4
 * Go to Contacts/Import Contacts
 * Select your data source - the CSV file on your computer
 * Tick the 'First Row has Headers' option
 * Select the contact type (usually this will be Individuals)
 * Select how you want existing records to be handled
 * Select the Australian date format - last entry
 * If you are using a template CSv filed - load the matching field mapping. Otherwise you will need to manually map column headings to database field names
 * If you have selected a field mapping from step 1 then you shouldn't need to do anything but scan the row heading to database field mappings to make sure they make sense (e.g. Suburb on spreadsheet maps to City in database)
 * If manually mapping - select the appropriate database field for each column heading on the left save the mapping in case you need to reimport the spreadsheet due to errors
 * use the 'Do Not Import Option' for any columns added to your spreadsheet you don't want to import
 * click continue
 * You will be presented with information about the rows that will be imported and any rows that have errors
 * If no errors -continue to step 4
 * If errors you can continue and skip the error records (entering them either manually into the system or as a separate import) or you can correct the data in your original import file and restart from step 1 (selecting the updated file)
 * click on error file link to download a copy of your file with the error messages added to the first column - you can reuse this file for importing just the error rows by correcting the data fields and deleting the error message column.
 * PS - if you have a problematic row with just 1 or 2 fields causing a problem then consider changing the problem fields to temporary valid content just to get the import through then update the problem fields by editing the contact later - it's easier to correct 1 field than enter all the fields for that 1 contact)
 * Before confirming the import - apply the appropriate tags and groups for this import

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