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3.2. Walkthrough: Uploading Data from a Spreadsheet using Import Manager

The Import Manager allows you to import a group of records and/or transactions into your database in a single operation. By mapping the columns of your import, you have great flexibility with the format of your import file, and you can save your import settings for use again and again. If you plan to import files using the same format and structure then it is to your advantage to save your settings so that you will not be required to go through the entire wizard with each import.

Starting the Import Wizard

To find the tool, head over to the Tools tab on the navigation bar. If you are using the old 360 layout, you can find the tool under the File menu.

From there, click on the green Start New Import button.

 

Step 1: Select Your Data File

Click Browse to search your device for the data file you want to use for the import.

Once you have selected your import file, choose the following:

• Import Type (what record type will be created for your import file)
• Import Title
• Description

Note the check box: be sure to un-select this if your first row contains data rather than column headers.

 

Step 2: Confirm Your File

This step displays information about your import file, including some sample data from the first few rows of the spreadsheet. Review this to make sure you have chosen the correct import file and settings.

The File Options selection will allow you to begin on a line other than the first line if desired.

 

Step 3: Map your Datapoints

In this step, you will select which fields you want to import and where that data should be imported.

• Source Column will display your column headers (if you indicated that your file contained column headers).
• Source Preview will show you sample data. You can choose the blue arrow at the top to select a different data line to view.
• Field Data Type will allow you to choose the type of data you are importing for each field. Your choice here will affect what shows up in the Destination Field drop-down.
• Destination Field will let you select exactly where the data should be mapped.

 

Step 3.1: Assign Default Values (Organizations)

If you are importing organizations, you will see a screen for step 3.1, where you will need to select a default organization type. The type is required for organization data entry, and the selection you make here will apply to all records from your spreadsheet. Alternatively, if you don't want a single organization type to be applied to your entire import, you can include it as a column on your spreadsheet, which will be mapped out on the initial phase of step 3, seen above. 

 

Step 4: Assign Default Values

Step 4 will change depending on what type of information you have mapped for your import. In this step, you will determine what the system will fill in for any missing information.

For example, when importing receipt information, you must set some receipt-specific defaults if you have not already mapped these fields in your import.

You can also add these receipts to an existing batch or create a new batch for the import. Please be aware that a batch must still be an open batch (i.e. not have a closed date saved to it) in order for it to appear as an option here.

We recommend always using a batch when importing transactions; performing tasks such as mass editing or mass deleting transactions from an import is much easier when they are in a batch together.

Once you have set all the defaults you need, click Next.

 

Step 4A: Assign to Groups / Step 4B: Assign to List

You will also have the option to import all records into a Group. If you check the "Import Groups" check-box, you can select a group by first choosing a Category, then selecting the correct Group.

If you need to add a Category or Group, you can also do so from this screen.

In addition, you can assign all records to a list by using the field and button in this section to create a new list.

 

Step 4C: Assign to UDF

On this step, you have the option to assign records to UDFs. Please note that the UDF options will only appear once the Import UDFs box is checked.

 

Please note that steps 4A through 4C are all optional, and can be skipped if desired.

 

Step 5: Record Matching

In this step, you will select how Aristotle 360 will match your imported records to your pre-existing records. You will also determine what Aristotle 360 will do with matching and non-matching records.

Adding New: choose what you would like the system to do with records for which it cannot find a match – the screen-shot shown is for an import of individuals.

• "Create Non-Existing Individuals" – this will create new records for those that do not match others in the database.
• "Ignore Non-Existing Individuals" – this will skip over all records that do not match other records in the database – they will not be imported.

Updating Existing: choose what you would like the system to do with records that it is able to match.

• "Update Individual Info" – this will insert your newly imported information into matching pre-existing records.
• "Do Not Update Individual Info" – this will ignore all of your newly imported information for individuals who already exist in the database.

Matching Criteria: The options on this list will change based on what information you are importing and mapped back in Step 3. For example, since we imported First Name, Last Name, and Address Line 1, the second option is available. Because we did not import a Voter ID, we cannot choose to match by Voter ID.

 

Final Step

Save Settings: This will allow you to save your import settings to use later. This is very helpful if you will be importing the exact same file structure repeatedly. If saving your import setting to use at a later date, be sure to click Save Settings before finishing your import – otherwise your import settings will not be saved.

Email Notification: Enter your email address. The Import Wizard will send you an email when the import is complete.

 

Click Finish to complete your import.

 

After Completing the Import Manager Wizard

You should receive a confirmation email letting you know the results of your import. Please be aware that there may be some delay, depending on the size of your import.

Congratulations! You have successfully completed your import. We recommend that you spot check some of your imported records to make sure that all of your fields were mapped correctly. If you have any questions, or if you need any assistance, please contact Support.

 

If you saved your settings during the final step of the wizard, you'll find those settings when you navigate back to the Import Manager page.

Keep in mind that if you plan to use these same import setting again, you will click on the format name instead of the green Start New Import to begin your import. When using saved settings, remember that your new import file must be in the same format as your original import, i.e. the file must have the same number of columns as the original, and they must all be in the same order as well. If the new file has the same columns, but in a different order, then certain datapoints may get imported into the wrong field.