| 1. | From the Add import process screen, click Set options. The Set options tab appears. For more information about how to access the Add import process screen, see Add an Import Process. |
The Add import process screen includes a series of tabs designed to walk you through the process of creating an import process.
Tip: Use Previous and Next to move between the tabs, or click the links at the top of the screen. A blue circle indicates the tab you are currently using. When required information is missing, a yellow warning appears.
| 2. | On the Import workflow tab, select which action to perform after batches are imported. |
| • | Do nothing: Select this option to manually validate and commit the batch at a later time. Use this option when another user must review the batch before you commit it, or when you need to skip the extra validation process to ensure the batch commits on time. |
| • | Validate new batches but do not commit any records: Select this option to validate the batch and then later commit it manually. Use this option when another user must review records before you commit the batch and time allows for the extra validation process. For example, you can schedule the validation to run overnight and then manually review and commit the batch in the morning. |
| • | Commit batches if they have no batch exceptions: Select this option to validate the batch and then commit it automatically if there are no batch exceptions. Use this option when you need to enter records quickly, but you also want to manually review any errors. |
| • | Commit all valid rows from new batches: Select this option to validate the batch and then automatically commit each valid row. If a row does not validate, the program adds it to an exception batch that you can review later. Use this option when you need to add data as quickly as possible. |
| 3. | Select the Constituent matching tab. |
Note: Options on the Constituent matching tab do not apply if the feature is not turned on via the Enable/disable matching configuration task in Administration.
Note: The Constituent matching tab is available only for imports that use the Constituent Update batch template. The settings default from the Constituent Matching Settings page in Administration or from the associated batch template if that template uses different thresholds. For more information about constituent matching settings, see the Administration Guide.
| 4. | You can use matching settings to identify records in the batch that may already exist as constituents in your database. When you select Use batch template settings, the percentages default from the batch template selected for the import. To change the default settings, clear Use batch template settings and select Check for records that match existing constituents. The thresholds defined on this tab apply to all batches produced from this import process. |
| a. | Edit the percentage range for the Matched constituents threshold. Imported records with match scores in this range likely match records that already exist in the database. When the program finds a match, it automatically assigns the record ID from the existing record to the matched record in the import. |
Note: For Constituent Update batches, the program may update the existing constituent with information from the incoming constituent according to the constituent update rules. For more information, see the Administration Guide.
| b. | Edit the percentage range for the Possible matches threshold. Records with match scores in this range are similar enough to existing records to be possible matches, but different enough to require manual review. The program prompts you to compare the matched constituents and to choose whether to update the existing record or create a new one for the incoming constituent. |
| c. | The percentage range for the No match threshold is based on your settings for the upper thresholds. Imported records with match scores in this range probably do not match an existing record. |
The program creates a new record behind the scenes and requires no actions from users.
| 5. | Select the Date formats tab. |
| 6. | Under Date format, Fuzzy dates, and Month/day format, specify how dates appear in the imported data. Select the format from the drop-down list, or enter date specifiers to specify the format. The Example field displays how a date appears in the selected format. |
|
Date Specifier |
Description |
Example |
|
d |
Numerical day of the month, single-digit |
4 |
|
dd |
Numerical day of the month, double-digit |
04 |
|
ddd |
Abbreviated day name |
Fri |
|
dddd |
Full day name |
Friday |
|
M |
Numerical month, single-digit |
7 |
|
MM |
Numerical month, double-digit |
07 |
|
MMM |
Abbreviated month name |
Jul |
|
MMMM |
Full month name |
July |
|
yy |
Year, two-digits |
80 |
|
yyyy |
Year, four-digits |
1980 |
Note: A “fuzzy date” is an incomplete date. The data in the import file may include incomplete dates. For example, a fuzzy birth date of a constituent may include the month and year, but not the day.
| 7. | Select the Other tab. |
| 8. | Under Code table fields, select whether the import file contains the translation or ID value of data to import from code tables. To add new entries to a code table when entries do not exist for the fields in the import file, mark Add new entries. If you are unsure which to select, consult your System Administrator. |
| 9. | Under Simple data list fields, select whether the import file contains the translation or ID value of data to import from simple data lists. If you are unsure which to select, consult your System Administrator. |
| 10. | Under Search list fields, select whether the import file contains the ID or Quick find value of data to import from search lists. If you are unsure which to select, consult your System Administrator. |
Note: For an import process based on the constituent update batch template, if you select to search list fields based on Quick find, the Constituent column within your import file must contain the constituent lookup ID.
| 11. | Under Other, select how to handle a blank value in the imported data. You can select to import the blank value or use the default value from the selected batch template. |
| 12. | Click Save. You return to the Import page or Batch Entry page. |