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Importing or Updating Records using the Import Manager

Article ID: 244
Last updated: 03 Feb, 2016

The Import Manager, under the File tab, allows you to import a group of records into your database in a single operation. The Import Manager can be run on a one-off basis or you may save your import maps for frequently used Imports so you do not have to setup the mapping and preferences for future imports.

It is a valuable tool and a great timesaver, but please review each step carefully as mapping errors will manifest themselves in data integrity issues.

Before importing your source file, you'll need to make sure the file is in .CSV or .XLSX format.  The file may be a maximum of 50 MB and may only consist of a single entity, such as Individuals, Organizations or Committees.

To begin the import wizard, click File --> Import Manager. This will launch the wizard.  When you finish the wizard you will be given the opportunity to save your settings as well as designate the email address you wish to have the import status sent.

Step 1: Select Your Data File - browse to your Source File and choose either to import Individuals, Organizations or Committees.  Import Type will determine what specific entity you wish your data associated to and provide the appropriate Mapping Fields to which your values will be associated. When importing User Defined Data (UDF) the system will assume all data is associated to the selected Entity. If you are importing UDF data associated to different entity types (Individual UDF and Receipt UDF) your Source File must have a Column (Call UDF Entity for easy reference) detailing the specific Entity to which the UDF data is to be mapped.

Step 2: Confirm Your File - this is a quick preview of what your source file looks like and detail the number of records your file contains.

Step 3: Map Your Data Points - this allows you to set where the source data point will go into 360.  Select the Field Data Type of the source field.  Depending on the data type, you are given a set of possible Destination Fields to choose from.  When adding UDF data to the system, does not support creating New UDFs, you will need to match columns to corresponding values:  select Field Data Type = UDF, Destination Field UDF Entity (where field does not correspond to Import Type), UDF Group Category (Optional), UDF Field and UDF Value.

Note: you must map both the First Name and Last Name or the Source ID or Voter ID in order to continue with the import.

Step 4: Assign Default Values to Groups and/or List (Optional) - this will allow you to import records into specific groups or lists.   

Step 5: Record Matching - this is a key step in the import process so choose carefully.  This step allows you to create new records where one doesn't exist or even update an existing record.  You can also set your matching criteria for how you want to match the source field to the destination field.  Source ID and or Voter ID is the best option because these fields are typically unique to the record.  The other options could vary depending on your data entry.  For example, William Smith may exist in the dataset but in the import source file, the name may be Bill Smith.  If you match on First Name and Last Name, the import will treat both as different records thus causing a duplicate record to be inserted.  If you are confident in your data entry, either matching option will work.  Note: Address Validation will automatically update the address to USPS standards and invoke Legislative District Matching. Only valid addresses can be matched to Legislative Boundaries.

Step 6: Final Step - this step is where you should save your import settings and assign an e-mail address for the import status message to be sent when import has completed.

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Article ID: 244
Last updated: 03 Feb, 2016
Revision: 1
Views: 1074
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Walkthrough: Using the Import Wizard       Is there a way when you are uploading to use more than one group?