List Field Mapping

When you create a file layout, you must map fields in the imported list to their equivalent in your database. The program attempts to map fields in the list to fields in your record data source (for example, name and address). You should verify the accuracy of those mappings.

Under Field Mapping are several tools to help you map fields.

  • Field Name - Displays the header fields from the imported list.

  • Mapping - Select which record source field to map to the imported field.

  • Sample Data - Displays data from the imported list to help you determine the correct field mappings.

Fields that need to be mapped display a red “x” icon. All fields must be mapped or specified as “Do not import” before you can successfully import the list. For any row with the red “x” icon, you either map the field to a source or user defined field, or specify that it not be imported. All rows must display the green checkmark before the file can be successfully imported.

The arrow buttons at the bottom of the grid allow you to move through the rows of data from the import file.

To exclude a field in the list from the import process, right-click the field name and select Do not Import.

If the list includes a field you want to import that does not exist in your record source, you can create a user defined field. For example, an import file may include a column for Interests, such as golf or fishing. If there is no existing Interests field in your database, you need to create a user defined field in order to map that field in the file layout.

As part of the import process, the program creates a query view that includes all imported list fields, including user defined. To create a query based on this source view, select Show in query designer. You can filter the query by the Interests field to find all records in the list with the same interests. If you import multiple lists with this same file layout and add those lists to the consolidated query view, you can use the Interests field to group records across those lists by types of interest.

Note: You can only import individual constituents. If you include organizations in the import file they are added as individual records.