Import Names/Home Addresses - Update Existing Ones
The Import Names/Home Addresses routine can update the name fields (Prefix, First Name, Last Name, Suffix) and all of the fields in the Home Address tab for a group of persons, as well as selected other biographical fields, such as date of birth and person codes, by importing these values from a file.
This function, therefore, can help you keep the names and home addresses stored in GiftWrap current, as well as phone numbers, fax numbers and email addresses. (Note: Import Names/Home Addresses can also create new person records and populate address and other contact fields in each one. See Import Names/Home Addresses - Create New Ones for details.)
Import Names/Home Addresses can import data from a file that is in comma-delimited (.csv) format. Numbers should not include commas and any text value, such as an address line, must be contained in quotes if it includes a comma.
The easiest way to save a comma-delimited file is to work in Excel and, when done, save the file as type .csv. When you save an Excel file in .csv format, Excel will automatically place quotes around any text value that contains a comma.
The import file must meet the format specifications described in the Import file requirements section below.
1. Choose Utilities > Import Names/Home Addresses in the Menu Bar.
2. Indicate whether you want to update existing person records or create new ones.
Choose Update existing Names / Home Addresses to update existing person records in GiftWrap.
Choose Add New Names / Home Addresses to create new person records in GiftWrap.
3. Choose the Charity for which you will be importing data. This choice is unavailable if you have only one Charity set up.
4. Mark the First line is column header check box if your file includes column headers (strongly recommended).
5. Click 
.
6. Browse to the file whose contents you wish to import. Click Open.
7. Click Import. If you see an error log, see Notes below.
8. Once the import completes, a message will report how many records in the file were imported successfully and how many were not imported.
Import file requirements
Each line in the import file should correspond to a separate person record in GiftWrap. Each line must contain a valid First Name, Last Name, Address line 1, City, and either State and ZIP code or Country. In addition, each line of the import file must contain a value for at least one of the following that matches a value in a person record stored in GiftWrap: Person Key, Social Security Number, or Person Code.
In order for name and home address information to be imported, all person identifiers (Person Key, Social Security Number, or Person Code) supplied on the line must match the corresponding values in a person record in GiftWrap. Also, the modify date in the import file must be greater than the modify date currently stored for the home address. Import Names/Home Addresses will import name and home address information only from those lines in the import file that meet these criteria.
Do not include a value in the Country field if the State field is filled in with a US state code. If the State field is filled in with a Canadian province code, GiftWrap will enter "Canada" in the Country field, regardless of how the Country field is filled in in the file.
Optional column headers
While column headers are not required by GiftWrap, we strongly recommend that you include them in the file. Column headers can simplify proper formatting of the import file. They also make the file's contents easier to understand.
The column headers in the Import Names/Home Addresses file can use any names you want, but should relate well to the field they label. For example, use a header such as PersonKey to label the Person Key field. You can use uppercase or lowercase letters in the column headers. As with all records in the file, each header must be separated by a comma.
File format
Each line of the
comma-delimited
import file must be laid out as follows:
Person Key,Social Security Number,Person Code 1,Person Code 2,Person Code 3,Person Code 4,Prefix,First Name,Last Name,Suffix, Salutation,Date of Birth,Address line 1,Address line 2,City,State,Zipcode,Country,Phone,Fax,E-mail,Modify date
For example, a line containing a Person Key of "123", a first name of "Fred," a last name of "Flintstone," an Address line 1 of "123 Main Street," a City of "Springfield," a State of "MA," a ZIP code of "02313", and a modification date of "11/1/2005"
would look like this in comma-delimited format :
|
123,,,,,,,Fred,Flintstone,,,,123 Main Street,,Springfield,MA,02313,,,,,11/1/2005 |
The same line, without the Person Key but with a Social Security Number of "123456789" and a modify date of "9/30/2004" would look like this:
|
,123456789,,,,,,Fred,Flintstone,,,,123 Main Street,, Springfield,MA,02313,,,,,9/30/2004 |
A three - line file might look like this, for example:
|
,123456789,,,,,,Fred,Flintstone,,,,123 Main Street,,Springfield,MA,02313,,,,, 9/30/2004 |
|
,987654321,,,,,,Jane,Donor,,,,10 Oak Street,,Springfield,IL,60634,,,,, 10/15/2004 |
|
,555555555,,,,,,Jeff,Prospect,,,,23 First Street,,Springfield,CA,94856,,,,, 9/30/2004 |
Each line of the file is evaluated independently. Although it is typical for all lines of an Import Home Addresses file to use the same value(s) to identify each person record, they don't have to. One line could use the Person Key, while another line uses Social Security Number.
Social Security Number format requirement: The Social Security Number must be formatted without dashes. For example, you must express "123-45-6789" as "12345789".
Modify Date format requirements: The modify date must be expressed in mm/dd/yyyy or m/d/yyyy format. You may express July 1, 2009 as "7/1/2009" or "07/01/2009". The date must be valid: the month cannot exceed 12, the day cannot exceed the maximum days in the indicated month, and the year must be within 1800-9999.
Import file requirements when updating existing names and/or home addresses
Import Names/Home Addresses can import data from a file that is in comma-delimited (.csv). Numbers should not include commas and any text value, such as an address line, must be contained in quotes if it includes a comma. If you save an Excel file in .csv format, Excel will automatically place quotes around any text value that contains a comma.
Notes:
If you see an error log, we recommend that you fix the errors in the file that it identifies, then run Import Names/Home Addresses again.
If you click Continue, Import Names/Home Addresses imports all valid records in the file and ignores all invalid records in the file.
You can print the error log or save the log in a file that you can print or review later.