Profile import

Overview

With the profile import tool, you can import an Excel file to make bulk updates to your existing database. You can also use it to add new profiles. A profile import is the quickest way to make bulk updates and create new profiles at the same time.

Before you import your file, it should be properly formatted. A properly formatted file will include:

1. A header row to designate your attributes, with profile information following in subsequent rows.
2. A column containing your key field. A key field is an attribute for each user that is unique in your database. We recommend using the [Username] attribute.

A couple of things to note:

• If your file contains multi-select selection sets, separate each value in the cell with “||”.  To create that set of characters, hold the shift key and press the backslash (\) key twice.
• You can upload .xls and .xlsx files. If your file is neither of those types, or it is but fails to upload, save your file as a .csv file, then save it again as an .xls or .xlsx file. Attempt to re-upload it.

To import profiles

Navigate to Database > Profile Import.

Step 1: File Upload

Click Upload An Excel File. Select the file from your computer.

After you upload your file, and depending on what you want to do with your import, you can check off:

• Add new profiles
• Update existing profiles
• Delete existing profiles not found in the uploaded file

You can select one or more of these actions.

Click Continue.

Step 2: Member Types

In the Member Type Column drop down menu, select the member type column located in your file. This way, the system knows which member type to assign your members. If you've checked off Add new profiles in step 1, you need to assign a Default Member Type in the drop down menu. This member type will be assigned to your members if your file does not contain a member type specification.

Then, map the member types from your file to member types in your database. The member types located in your file are on the left. The drop down menus contain your database’s existing member types. If your member types don't match, you can import your members into a different member type.

Step 3: Groups

In the Group Column drop down menu, select the group column from your file. If you make a selection here, you can map the values below. If your file does not contain a group specification, the profiles will default to the group that corresponds to their member type.

Click Continue.

Step 4: Key Field

Select your key field(s). The key field(s) must be unique for each user. We recommend the [Username] attribute. You cannot use the same username for multiple profiles in your database. After making a selection, you can map the selection to an attribute in your database.

Click Continue.

Step 5: Built-in and System Attributes

Map the columns/fields in your file to the built-in and system attributes in your database.

In each section, select the columns from your file that you want to use to fill in attributes in your database. As an example, you may want the contact name to include both the member's first and last name. In the screenshot below, the file contains columns for first name, and last name. We select each attribute - in the appropriate order - to generate the contact name. In this case, first name, then last name. When you import, the system will automatically fill in the contact name attribute with this data.

You're not required to complete each section in this step. If you are not adding or updating a field listed in this section, you can leave it empty. If a field isn't present in your file, or if you do not match it to a built-in or system attribute, then it will not be altered in any way. The field will not be deleted if it is blank, so there is no need to touch a field that you have no intention of updating.

Click Continue.

Step 6: Custom Attributes

Map any custom attributes in your database.  

Since these are custom attributes that differ for every organization, your values will be different from the examples provided.

The Custom Attribute column contains the custom attributes in your MC Professional database. The Column from File column contains drop down menus that you can use to select the attributes located in your file. Map each custom attribute accordingly.

Click Continue when you're finished mapping custom attributes.

Step 7: Summary

The final step is a summary of everything selected in the previous steps.  If everything looks correct, click the Import button. Otherwise click Back to make corrections.

You cannot roll back a finished data import. You can view and export errors to fix them. Click here to learn more about using the Profile Import Report