Import People Data

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The Import Data utility enables you to mass update and/or mass import people records into the system. 

When importing records, you have a choice to Update Matched Records or Create New Records

 

  1. Update Matched Records
    • If the system finds a match either on Name (first and last) or User ID, it will update information for matched records.
      • Match on Name - both First Name and Last Name must be identical for the system to make a match
      • Match on User ID - This is a more accurate way of matching since each record has a unique User ID.  However, this method will likely only work if you are using a list exported from your database since other systems will have different User IDs.
    • If no match is found, a new record will be created. 

  2. Create New Records
    • A new record will be created for each person in the CSV file, whether or not a match is found in the system.

When importing records, you must use a CSV file.

Important: A CSV (Comma Separated Value) file is required for the import. Many spreadsheet and contact manager applications will export or "save as" this format. For instance, in Microsoft Excel, Go to "Save As", and choose "CSV (Comma delimited) (*.csv)" for both Mac and Windows computers.

 

Step-by-Step Instructions for importing people data:

  1. Select Individuals in the sidebar menu (this can be custom named) then select the Import button at the top right. 

  2. Choose if you want to Update Matched Records or Create New Records (see explanation above).

  3. Upload your CSV file. Select the file by clicking Upload CSV File then locate the file needing to be uploaded through your file manager.

  4. The system will automatically attempt to map the columns in your CSV file with your ChMS columns for people.  If there are fields that are not mapped the dropdown box will say "No destination."  You can manually map that field or leave it as "No destination" and it will not be imported.

  5. Choose whether you want blank cells in your CSV file to Do Nothing or Replace Data.  If you choose Replace Data a blank cell in the CSV file will effectively erase any data in the field mapped to that cell.

  6. We suggest that you add the records you are importing to a group or groups. While it is optional, adding the imported members to a Group creates a quick list for reference and review when the process is complete.

    In addition, if imported data is incorrect for some reason, you can easily mass delete all imported people records from the Group.

  7. Click Next at the bottom to start the import.

  8. You will now be shown a screen to confirm your import/update. If the member already exists, he/she will have a green checkmark, and any changes to their information will be shown in bold. Example: "Address: 123 High Drive → 456 Low Road". This shows the old information on the left and the new on the right.

  9. If you are satisfied with the proposed changes, click Proceed With The Import at the bottom. If not, revise the data in your original spreadsheet/contact manager and re-import.

 

 

 

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