Learn how to prepare your account data for import in this step-by-step guide. Taking the time to properly format your data will allow you to conduct a seamless import. This help guide will cover how to prepare your account data for import.
Recommended Reading Before You Start
Content
Import Vs. Account Batch Update
Preparing Your Account Data for Import
Instructions
Import Vs. Account Batch Update
Import refers to using the Import Manager to add new accounts to your Neon CRM system. Account Batch Update refers to using Neon CRM account IDs to update existing accounts in your Neon CRM system.
Notes: A single spreadsheet cannot be used for both import and account batch update. If you have a spreadsheet that contains Neon CRM account IDs for existing accounts but also contains new accounts, you need to separate your data into two separate spreadsheets and use the Import Manager twice - once to update existing accounts using account batch update, and once to import new accounts.
Preparing your Account Data for Import
To prepare your account data for import using Import Manager, you must first have your data properly formatted in a .csv file. We will use this sample spreadsheet to
demonstrate the formatting process.
Start by ensuring:
- There is only one header row
- Each column header is different
- The spreadsheet is saved as a .csv file.
Required Fields
When importing account data, the following fields are required:
|
Column |
Description |
|
First Name |
This column should include only the first name on the account. |
|
Last Name |
This column should include only the last name on the account. |
|
Is Company |
“Yes” is only required on Company account rows if the data contains both individual and company accounts. |
|
Company Name |
Only required if your spreadsheet contains company account data. |
Note: For information on how to manipulate spreadsheet data in Microsoft Excel, consult the Microsoft Excel support materials.
1. Separate First and Last Name Column into their respective columns.
2. Ensure all company accounts contain a Company Name, and, in the isCompany column, we must ensure to mark “yes” if data contains both individual and company accounts.
Note: When a row contains both a First and Last Name, as well as a Company Name, if the isCompany column is marked “yes” the individual listed in the First Name and Last Name columns will be imported as the company’s primary contact. If the isCompany column is not marked, the system will consider this to be an individual account with the Company Name being the individual’s place of work.
Standard Fields
For account data, there are dozens of available standard fields available for import, including:
|
Field Name |
Explanation/ Notes |
|
Account ID |
Either a Neon CRM Account ID or the ID from your previous database |
|
Address Line 1 |
|
|
Address Line 2 |
If needed |
|
Address Line 3 |
If needed |
|
Address Line 4 |
If needed |
|
Address Type |
Ex: home, business, school |
|
City |
|
|
Company Name |
(Required Field - If the account is a company account) |
|
Country |
|
|
County |
|
|
Created By |
Name of the individual who created the account |
|
Created Date |
Date the account was created |
|
Deceased |
|
|
Department |
Department in which an individual works in his or her company |
|
Do Not Contact |
Has this account opted out of receiving emails/mail |
|
DOB |
Date of Birth (In either MM/DD/YYYY or MM-DD-YYYY format) |
|
Email 1 |
|
|
Email 2 |
|
|
Email 3 |
|
|
Fax |
|
|
Email Opt Out |
Has the account opted out of receiving emails? |
|
First Name |
(Required Field) |
|
Gender |
|
|
Is Company |
Is the account a company account)? (Required field if the data contains both individual and company account data, then input “yes”) |
|
Job Title |
|
|
Last Name |
(Required Field) |
|
Last Updated By |
The individual who last updated the account |
|
Last Updated Date |
The date the account was last updated |
|
Login Name |
Account login name |
|
Login Password |
Account password |
|
Middle Name |
|
|
Phone 1 |
|
|
Phone 1 Type |
Ex: home, mobile, business |
|
Phone 2 |
|
|
Phone 2 Type |
|
|
Phone 3 |
|
|
Phone 3 Type |
|
|
Note |
A note about an account |
|
Note Title |
The title (or subject) of a pinned note |
|
Preferred Name |
|
|
Prefix |
Name prefix (Ex:Dr) |
|
Salutation |
The primary contact’s name as it appears in the addressee line of a letter |
|
Source |
|
|
State/Province |
|
|
Suffix |
Name suffix (Ex: Jr) |
|
Territory |
|
|
URL |
A website associated with the account |
|
Zip |
Although these fields are not required, entering this data now, before import, may save you time in the future.
Note:
- Import manager will automate the creation of households and relationship links.
- Household are identified by Household Name + Address match to make sure these columns are included in your spreadsheet.
- Optionally, but recommended, users can add "IsPrimary?" column to indicate primary contact. Otherwise, import manager will choose the first row in the spreadsheet to be primary.
- First Name will be used to automatically populate Preferred Name on imported accounts if this field is not mapped when importing.
Import Manager Limitations
For account data, there are a number of limitations on various types of data available for import using the Import Manager, including:
- Activities
- Grants
- Prospects
- Seasonal Addresses
- Secondary contacts
- Volunteer data
- Timesheet data
Custom Fields
If you would like to build your custom fields ahead of time you can, but the import manager is capable of creating custom fields during the import process. For more information about custom fields visit Account Custom Fields and Custom Field Display Types.
Common Formatting Errors
There are many common formatting errors which occur when importing account data. These include:
- First and Last Name are in one column.
- The “IsCompany” column is not populated when importing company and individual accounts together on the same spreadsheet. When a spreadsheet contains both individual and company accounts, each row in the “IsCompany” column must be populated with a “Yes” to indicate the row represents a company or individual account.
- Invalid file format: Neon CRM currently supports .CSV files for import.
- Incorrect data field formatting. All date fields must follow the MM/DD/YYYY or MM-DD-YYYY format.
- Blank required fields
- Multiple spreadsheet tabs. Ensure your .csv does not have multiple tabs.