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(UPDATED) Walkthrough: Using the Import Wizard

Article ID: 1035
Last updated: 30 Aug, 2013

Walkthrough: Using the Import Wizard

 
The Import Manager, under the File tab, allows you to import a group of records 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.

The Import Manager also provide you with the option to update existing records in your database. Amongst other options, you may update address or contact information and/or assign groups and categories. 

 

Starting the Import Wizard

 

Mouse over the File menu and choose Import Manager.

 


 

Click Start New Import.

 


 

Step 1: Select Your Data File

 

Click Browse to search for your data file for 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.

NOTE: Make sure your data file is in either .csv or .xls format.  If it is not in one of these two formats you will not be able to import the file.

 


 Step 2: Confirm Your File

 

This step displays information about your import file, including some sample data. 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. Here you can also confirm the total number of records that will be included in the import/update process as compared to the number of records in your data file.

 


 

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 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.

 


 

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

 Step 5: Assign To Groups

 To add all newly imported records to a group and category and/or to assign the existing records to a group and category, check the 'Add All Imported to Below Selected Groups' checkbox.


-You may add a new Category to your import by typing in your desired category and choosing “Add New Category”.

-You may create a new Group for your import by typing in your desired group name and choosing “Add New Group”.

If your data file contains multiple group and category values assigned to different records, you can import those category and group values from your data file and assign them to the respective records once they are imported into the database.

1. Select the category name (from your data file) from the source column/category drop down list.

2. Select the category (in the database) to which you wish to map the category identified in #1 above.

3. Select the group name (from your data file) from the source column/group drop down list.

4. For those records assigned to the groups (in your data file) identified in #3 above, select the group to which you wish to assign them in the database from the destination group drop down list.
.

Once you have assigned your groups as desired, click Next.

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.

  • “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 update matching, pre-existing records with the data elements that were mapped in Step 3 ("Map Your Datapoints").
  • “Do Not Update Individual Info” – this not update any of the data elements for individuals who already exist in the database.

 

Matching Criteria: Use these options to determine which fields from your data file will be used to identify existing records in the database. The enabled options on this list will reflect the corresponding fields that were included during Step 3 ("Map Your Datapoints").

 


 

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.

 


 

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.

 

You will now notice that when navigating to File > Import Manager, your saved import settings will now appear.

 


 

Keep in mind that if you plan to use these same import setting again, you will click on the format name instead of Start New Import to begin your import. Your import file must be in the same format as your original import.

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Article ID: 1035
Last updated: 30 Aug, 2013
Revision: 1
Views: 627
Also listed in
folder Aristotle 360 -> Entities / Master Records -> Individuals
folder Aristotle 360 -> Entities / Master Records -> Organizations
folder Aristotle 360 -> Groups

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