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Importing data

Article ID: 667
Last updated: 11 Mar, 2010

The CM5 Import utility enables you to import file formats from other sources. It is important to
realize that in data that you receive from other sources field names can be descriptive (Lname =
Last Name) or cryptic (AXC19 = Last Name). A field name AXC19 may mean nothing to you,
but the contents may be important. In cases like this, you will need to obtain a file structure
layout that describes the file contents. 
 
ADVISORY: We strongly suggest you do not import into your main
Dataset unless you make a backup first. Read further to learn how to create
a new Dataset for your import.

There are four import formats:
  CMIII: The CMIII import option is used to import Campaign Manager
data easily into the program. Aristotle has also developed an even easier
method for importing Campaign manager data called Impwiz.

DBF Format: The DBF Format is a simple way to import data in database
format. You can also use this method to import an Excel spreadsheet once
you have converted it to DBF format. During the import process, you will
be able to map field placements and see the source file field names.
 
•  Fixed Length Format: The Fixed Length Format is the most demanding,
as you must know the starting position and field length of each field you
want to import. For example, the Last Name field is the first field and the
field length is twenty (20) characters long. If the First Name field is next,
the starting position would be 21 – the total length of the previous field
plus 1.
 
NOTE: Fixed Length files are very difficult to import without a file
layout.
 
•  Comma Delimited Format: The Comma Delimited Format is similar to
the DBF format. However, if you are importing from a comma-delimited
file, you should know the field positions before you begin. For example, if
the last Name appears in field #4 and the Zip Code in field #16, you’ll
need to create a file layout before you proceed. The program helps you
during the process by displaying the contents of the field number you
select in the first Record of the file, but in can be confusing if the first
Record has no data in a particular field.

Creating a New Dataset
If you choose not to back up your Dataset and import directly into the active Dataset, you should
create a new dataset. Creating a new Dataset specifically for the purpose of an import enables
you to evaluate Records without confusion and avoid polluting a good Dataset with bad Records.
 
Furthermore, if you accidentally import wrong data into the Dataset, it is easier to clear the
contents of the entire Dataset than it is to delete individual imported Records from an existing
Dataset.
 
Step-by-Step…
1.  From the Main Menu Bar, select File > Add Da taset.


 
2.  Enter a name for the new Dataset in the Description field.
 
3.  Ignore Remote Server and Remote Database. If your Dataset resides on a
SQL server, contact the Aristotle Technical Support for assistance.

 
4.  Set Access Level if applicable.
5.  Click Create.
 
ADVISORY: Remember that once you have created a new Dataset, you
need to switch to the new Dataset before you begin the import process.
These last steps describe how to do this.

6.  Select File from the Main Menu Bar.
 
7.  Select Change Dataset.


 
8.  Highlight the new Dataset and click OK. 
 
TIP: To ensure you have successfully opened the new Dataset, verify that
the new Dataset name appears at the top of the screen. With the new
Dataset open, you may now safely begin the import process.

ADVISORY: Before beginning any import, make sure that all other Users
have exited the Campaign Manager program.

Preparing an Excel File for Import

Many Committees like to manipulate data in Microsoft Excel before importing the data into
Campaign Manager 5. Maintaining data consistency before importing into CM5 is extremely
important and will make the transition much smoother. Here are some key pointers for preparing
your Excel spreadsheet before importing into CM5.
 
Cell Format: All fields should either be in Text or Excel General format.
 
No Dollar Sign ($): Your amounts should not contain dollar signs ($).
 
Consistent Dates: Dates should all be in the same format, preferably mm/dd/yyyy.
 
Consistent Phones: All phone numbers should be in the same format, preferably AAA-BBB-
CCCC.
Autofit Columns: All columns should be expanded so that the column width is large enough to
fit the largest entry.
Use Column Headings: Give each column a heading or name.
 
Create a Ghost Column: At the end of each spreadsheet, create an empty column with the
heading or first row only populated.
 
Save the file appropriately: If you are going to do a DBF import, save the Excel file as a DBF
III or DBF IV file. If you are going to do a comma-delimited import, save the file as a CSV
comma-delimited text file.

Importing from DBF
Often with DBF files it is possible to guess which fields contain what information because the
field names are descriptive and visible on screen. Sometimes however, field names can be
cryptic and a file layout explaining the nature of the data may be necessary.
A DBF import requires the user to map source file fields to CM5 fields. This requires some
familiarity with the import file.
 
Step-by-Step…
 1.  From the Main Menu Bar, select Utilities > Import Dataset > DBF.
 
2.  Click the Browse button to select the file to import.
 
 NOTE: If the import settings for the previous import were saved,
checking the Use Previous Settings checkbox will restore the previous
settings (field mapping) when importing the same file.
 
 3.  At the Break Point prompt, you may enter the maximum number of
Records to import from the specified file to import. If the number of
Records in the source file is fewer than the default, 1,000,000, you can
ignore this field.
NOTE: Selecting the Clear Dataset checkbox will erase all Records in
the Dataset before starting the import. This is useful if you did a test
import first or if for some reason you imported incorrectly the first time.
Clearing the Dataset for an import ensures that everything in the Dataset
came from the import process, and nothing is left over from any other
source. 
 
ADVISORY: Be entirely certain you are in the correct Dataset
before checking this box as it deletes all Records in the Dataset, not
just those that have just been imported.

4.  Click OK. The Import dialog box appears.

5.  Map each field destination using the From column and selecting the
desired source file field from the drop-down list to import into the desired
CM5 field next to it. If you want to map to a different Subfile, click the
desired Subfile radio button on the left side of the screen.
 
6.  Selecting the Proper checkbox in the import dialog box will change
entries formatted in all capital letters in the source file so only the first
letter of each word is capitalized; e.g., “SMITH” becomes, “Smith”.
7.  Select the Import How format for each Date and Phone Number import
field. For example, if the date format in your source document is like
01/27/1973, select MM/DD/YYYY under Import How for date fields. If
your telephone numbers are like 202-543-8345, then select AAA-BBB-
CCCC under Import How for phone number fields.
8.  If you are importing data and merging into an existing dataset
simultaneously, click on the Select Master Match Criteria box. The
Duplicate Check dialog box appears.


 
9.  The criteria specified in this box are used to identify matching records in
the source file and the CM5 Dataset. Use the spinner arrows to change the
length of the field to be checked. After the import process, Records that
are duplicate matches according to the criteria are merged into one
Record. If you check the Overwrite all fields on matching record
checkbox, the Master information from the source file will overwrite the
existing information in the matching Master Record in CM5.
 
ADVISORY: Ideally, this option should only be used if each
record has a field (other than the IDnumber) that acts as a unique
identifier. Some Committees use the Voter ID (Vrnumber) as the
unique identifying field and put individuals’ Social Security
numbers, Voter Registration numbers, or some other identifier in
that field. In this case, when the source file is imported, the Voter
ID length can be changed to 10 and all other fields changed to 0.

NOTE: This feature is handy if you have multiple relational files to
import. For example, if you have one file that contains contact info, one
that contains contributions, and another that contains disbursements, and
each has a relational key column, you can import the key column into the
Voter ID field when importing the contact information and subsequently
merge and match on the Voter ID field when importing the contributions
and disbursements. If you need any assistance, please call Aristotle
Technical Support at 1-800-243-4401.
 
10. Click OK to begin the import process.
Importing from Comma Delimited
Before you begin, it is important to understand that importing a Comma Delimited file requires
the user to know the field order of the file. Take a moment to write down the field order in the

comma-delimited file before you proceed.
Step-by-Step…
1.  From the Main Menu Bar, select Utilities > Import Dataset > Comma
Delimited.
 
2.  Click the Browse button to select the file to import.
 
NOTE: If the import settings for the previous import were saved,
checking the Use Previous Settings checkbox will restore the previous
settings (field mapping) when importing the same file.
 
3.  At the Break Point prompt, you may enter the maximum number of
Records to import from the specified file to import. If the number of
Records in the source file is fewer than the default, 1,000,000, you can
ignore this field.

NOTE: Selecting the Clear Dataset checkbox will erase all Records in
the Dataset before starting the import. This is useful if you did a test
import first or if for some reason you imported incorrectly the first time.
Clearing the Dataset for an import ensures that everything in the Dataset
from the import process, and nothing is left over from any other
source.
 
ADVISORY: Be entirely certain you are in the correct Dataset
before checking this box as it deletes all Records in the Dataset, not
just those that have just been imported.

4.  Click OK. The Import dialog box appears.


 
5.  Map each field destination by using the Field # column.
 
6.  Place the cursor in the row adjacent to the desired CM5 data field. Select
the correct source file field to be mapped to the CM5 field by either typing
in the field number or hitting the Up Arrow key on your keyboard until
the field number appears. Notice the source data field highlights in the
black area below.
 
 In the example shown, LASTNAME is in field 1 of the source file and it
will be imported into the Last Name field of CM5 Master Record.
 
11. Selecting the Proper checkbox in the import dialog box will change
entries formatted in all capital letters in the source file so only the first
letter of each word is capitalized; e.g., “SMITH” becomes, “Smith”.
12. Select the Import How format for each Date and Phone Number import
field. For example, if the date format in your source document is like
01/27/1973, select MM/DD/YYYY under Import How for Date fields. If
your telephone numbers are like 202-543-8345, then select AAA-BBB-
CCCC under Import How for phone number fields.

13. If you are importing data and merging into an existing Dataset
simultaneously, mark the Select Master Match Criteria checkbox. The
Duplicate Check dialog box appears.


 
The criteria specified in this box are used to identify matching records in
the source file and the CM5 Dataset. Use the spinner arrows to change the
length of the field to be checked. After the import process, Records that
are duplicate matches according to the criteria are merged into one
Record. If you check the Overwrite all fields on matching record
checkbox, the Master information from the source file will overwrite the
existing information in the matching Master Record in CM5.
 
   ADVISORY: Ideally, this option should only be used if each
record has a field (other than the IDnumber) that acts as a unique
identifier. Some Committees use the Voter ID (Vrnumber) as the
unique identifying field and put individuals’ Social Security
numbers, Voter Registration numbers, or some other identifier in
that field. In this case, when the source file is imported, the Voter
ID length can be changed to 10 and all other fields changed to 0.

NOTE: This feature is handy if you have multiple relational files to
import. For example, if you have one file that contains contact info, one
that contains contributions, and another that contains disbursements and
each has a relational key field, you can import the key field into the Voter
ID field when importing the contact information and subsequently merge
and match on the Voter ID field when importing the contributions and
disbursements. If you need any assistance, please call Aristotle Technical
Support at 1-800-243-4401.
 
14. Click OK to begin the import process.

Importing from Fixed Length


To successfully import using the Fixed Length format, you must have a file layout that includes
the starting position and field length for each field.
Step-by-Step…
 1.  From the Main Menu Bar, select Utilities > Import Dataset > Fixed
Length.
 
2.  Click the Browse button to select the file to import. Once you have
selected the file, the Record length will fill in automatically.
 
 NOTE: If the import settings for the previous import were saved,
checking the Use Previous Settings checkbox will restore the previous
settings (field mapping) when importing the same file.
 
 3.  At the Break Point prompt, you may enter the maximum number of
Records to import from the specified file to import. If the number of
Records in the source file is fewer than the default, 1,000,000, you can
ignore this field.
 
 NOTE: Selecting the Clear Dataset checkbox will erase all Records in
the Dataset before starting the import. This is useful if you did a test
import first or if for some reason you imported incorrectly the first time.
Clearing the Dataset for an import ensures that everything in the Dataset
came from the import process, and nothing is left over from any other
source.
 
   ADVISORY: Be entirely certain you are in the correct Dataset
before checking this box as it deletes all Records in the Dataset, not
just those that have just been imported.

4.  Click OK. The Import dialog box appears.

 
 
The lower portion of the screen reflects the field size so you can enter the
correct starting position and length. If you set the field length first, as you
use the spinner for the starting position you will see the yellow highlighted
text blocks move across the screen to the position corresponding to your
entry.
 
 5.  Click the zero next to the CM5 field you are selecting and use the spinner
arrows or type the starting position of the field in the source file. Do the
same with the field length.
6.  Selecting the Proper checkbox in the import dialog box will change
entries formatted in all capital letters in the source file so only the first
letter of each word is capitalized; e.g., “SMITH” becomes, “Smith”.
7.  Select the Import How format for each Date and Phone Number import
field. For example, if the date format in your source document is like
01/27/1973, select MM/DD/YYYY under Import How for Date fields. If
your telephone numbers are like 202-543-8345, then select AAA-BBB-
CCCC under Import How for phone number fields.
8.  If you are simultaneously importing data and merging into an existing
Dataset, click on the Select master match Criteria check box. The
Duplicate Check dialog box appears.
.  The criteria specified in this box are used to identify matching records in
the source file and the CM5 Dataset. Use the spinner arrows to change the
length of the field to be checked. After the import process, Records that
are duplicate matches according to the criteria are merged into one
Record. If you check the Overwrite all fields on matching record
checkbox, the Master information from the source file will overwrite the
existing information in the matching Master Record in CM5.
 
   ADVISORY: Ideally, this option should only be used if each
record has a field (other than the IDnumber) that acts as a unique
identifier. Some Committees use the Voter ID (Vrnumber) as the
unique identifying field and put individuals’ Social Security
numbers, Voter Registration numbers, or some other identifier in
that field. In this case, when the source file is imported, the Voter
ID length can be changed to 10 and all other fields changed to 0.

NOTE: This feature is handy if you have multiple relational files to
import. For example, if you have one file that contains contact info, one

contains contributions, and another that contains disbursements, and
each has a relational key field, you can import the key field into the Voter
ID field when importing the contact information and subsequently merge
and match on the Voter ID field when importing the contributions and
disbursements. If you need any assistance, please call Aristotle Technical
Support at 1-800-243-4401.
10. Click OK to begin the import process.

CM5 IMPWIZ
To import data exported in CM III format, you can use the easy three-step Import Wizard located
in your Campaign Manager 5 program folder.
 
Step-by-Step…
 1.  Create a new blank Dataset.
 
2.  Exit CM5 and make sure there are no users in the program.
 
 
3.  On your Windows desktop, go to “My Computer” and find your
Campaign Manager program folder (CM5) on your hard drive (or network
drive if the program is shared).
 
4.  Find the file called IMPWIZ.EXE. Double-click on it to open.
 
 5.  The Import Wizard screen appears, ready for you to begin the first step.


6.  Click on the Locate button next to the Directory/File field under Source.
The Select Directory dialog box appears.

7.  Select the Drive at the bottom of the screen where the data to import
resides, then highlight the folder at the top that houses the 21 exported
DBF files. Click Select.
8.  Check the Clear Dataset box only if you inadvertently imported data
incorrectly into the new Dataset. If this is the first import into the Dataset,
leave the box unchecked. Do not check Maintain IDnumber.
 
9.  Click Next to move to step two of the Wizard.

10. On this screen, select the Do not Import Subfiles radio button only if you
want to import Master Record data. If you want to import Subfile data,
select the Import Subfiles Between radio button and enter a date range.
The default date range is 01/01/1901 to the current date.
 
11. Click Next.
 
12. Make no changes on the final screen. Click Finish.
 

During the import, you will see status indicators on your screen as the program imports data
from each file. Once the import is completed, the Import Wizard screen disappears. You may
then log back into CM5 and change to the new Dataset to view the imported data.



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Article ID: 667
Last updated: 11 Mar, 2010
Revision: 1
Views: 563
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