Profile Import

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    Joyce Elkins

    I don't see where this addresses how to import new profiles only and what Key Field to choose as it is required before moving forward. Because these are new profiles being imported, there are no key fields to connect to in the database. When I try to import, I must choose a Key Field. I am going around in circles.

    What am I missing?

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    Kinsey Mahan

    Hi Joyce - First, I noticed that you are using our Classic system, and this documentation is for the new platform. Here's a link to an article and a video abut the data import process in Classic.

    When you're doing any type of profile import, you'll need to select a Key Field. The Key Field has to be:

    • Populated for every profile you're importing
    • Unique for every profile you're importing

    Using the Key Field, the system will import each profile uniquely (for add only type imports) and validate that the profile does not already exist in the database or update existing profiles as needed (for update type imports). I usually recommend using email address or username as the key field, but only if every single user in your data file has an email/username and each one is unique. If you don't have a field like that in your data file, you can add a column with a number that's unique for each person being imported, like member number. Just make sure that the values you put in that new column are not populated for profiles that already exist in the database. 

    Because data imports are somewhat complex, I would recommend giving the Help Team a call so that they can walk you through your first data import in a quick phone call. Hope that helps!

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    Joyce Elkins

    Thanks, I'll give them a call!

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    Barbara Stacey (Edited )

    A rollback feature would be very helpful. Is that something that is in the works?

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    Kinsey Mahan

    Hi Barbara - We aren't currently working on a rollback feature, though we have received some feedback about it and could add it to the roadmap in the future. Please feel free to submit product feedback about this feature or others using this link.

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    Eric Bright

    Just a clarification: If I import a file with say 25 new members, it won't delete the 6000 people already in our database.  In other words, will this import process add to the existing profile list or will it replace the existing profile list?  Thanks.

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    Jay Fitzmaurice

    Hey Eric! That ultimately depends on which Import Action/s you choose. "Add" will add those 25 users to the database; "Update" would be for making edits to 25 existing users; if "Delete" is clicked off, anyone who is not on your spreadsheet will be deleted. I hope that helps clarify!

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    Jason Faust

    Can you limit an update to one field, a custom attribute, using [Member ID] as the key and "Custom Attribute Name"? In other words, we have a legacy join date we wish to add to our Custom Attributes. Obviously, not every Profile in our Database is not a "Member" (in the paid member of an association sense). All we want to do is update the Custom Attribute "Old Join Date" for the Members that meet certain Member Types. 

    I have downloaded our database, added the legacy join date to the spreadsheet column "Legacy Join Date" (a Custom Attribute), removed all fields except [Member ID], and "Legacy Join Date, and deleted all database Members to which this does not apply. If I upload the file and set the instruction to "update existing profiles" with only one field to map ("Legacy Join Date"), the system will not overwrite the other fields that are requested to map....right?!

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    Jay Fitzmaurice

    Hey there Jason! That is correct. You just need your Key Field (which you have as Member ID), and then map to your "Legacy Join Date". Then you're set!

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    Jason Faust

    Thanks Jay!

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    Kathleen Siviter

    Is it possible to do an import and only have existing records updated in a field if the new import file has new data there (e.g., not write over the existing data if there has been no change?)?

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    Jay Fitzmaurice

    Hey Kathleen! Yes, if you're importing new data for some users, but not for others, anyone in your spreadsheet who has unchanged data simply won't be changed.

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