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 a new account import and an 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 an .xlsx (Excel) or .csv file. (Please note: The Import Manager, after you answer the first few questions in the process, will generate a personalized spreadsheet template for you to use with instructions for each field value. While you may use your own configured spreadsheet, it is highly recommended you use this CRM-generated template to ensure all data is properly formatted for a seamless import.)
For any spreadsheet you use for import, ensure:
- There is only one header row (the names of CRM fields as listed in the Standard Fields section below).
- Each column header is different
- The spreadsheet is saved as an .xlsx (Excel) or .csv file.
Data Structure of a Spreadsheet
Account data on a spreadsheet used for import is structured so each row corresponds to one account record in Neon CRM, and each column corresponds to one data field in Neon CRM.
Required Fields
When importing account data, the following fields are required:
|
Column |
Description |
|
Account ID |
Only required if, in the Import Manager, you indicate your data has Account ID information. This Account ID information may be IDs from your previous, legacy system or IDs assigned by Neon CRM. See the Managing Account ID Numbers section below for more information. |
|
First Name |
This column should include only the first name on the account. This field is required for individual accounts. If a name is entered on a company account, the individual will be added as a company contact. |
|
Last Name |
This column should include only the last name on the account. This field is required for individual accounts. If a name is entered on a company account, the individual will be added as a company contact. |
|
Is Company |
Required only on company accounts. Enter a "1" or the word “Yes” in this column on Company Account rows if the row's data contains company account information. |
|
Company Name |
Required only if a spreadsheet row contains Company Account data. |
Note: If you have questions on how to manipulate spreadsheet data in Microsoft Excel, consult the Microsoft Excel support materials.
Managing Account ID Numbers
The Import Manager only requires Account IDs if you indicate that your data includes Account ID information in the Import Manager during the import process. This Account ID may be an ID from your previous, legacy database (typically used when importing new account data from a previously-used database system - your previous, legacy system may refer to this Account ID as a "Constituent ID," "account number," "Linking ID," or other terminology) or an ID assigned by Neon CRM (typically used when using the Import Manager to update existing Neon CRM account information via the Import Manager).
For example, if you are importing new accounts into Neon CRM, and your previous, legacy system includes Accounts IDs, although Neon CRM will assign new Account IDs to each account, you may import the old, previous system's IDs into Neon CRM, and Neon CRM will store these "old" IDs in the background. If you, then, conduct a subsequent import using the same previous, legacy IDs, Neon CRM will match these previous IDs with the new imported information for a seamless import.
Standard Fields
For account data, there are dozens of available standard fields available for import, including:
|
Field Name |
Explanation/ Notes |
Required Field? |
|
Account ID |
Either a Neon CRM Account ID or the ID from your previous, legacy system. |
Yes - If you indicate your data has Account ID information in the Import Manager. |
|
Account Source |
Used to record the way the constituent became connected to your organization (ex: social media, email, letter, event, etc.). |
|
|
Address Line 1 |
Street Address | |
|
Address Line 2 |
Optional |
|
|
Address Line 3 |
Optional |
|
|
Address Line 4 |
Optional |
|
|
Address Type |
Optional (Ex: home, business, school) |
|
|
Birthday |
Optional |
|
|
City |
City Name | |
|
Company Name |
|
Yes - If the account is a company account |
|
Country |
Optional | |
|
County |
Optional | |
|
Created By |
Name of the individual who created the account. |
|
|
Created Date |
Date the account was created. |
|
|
Custom Fields |
See Custom Fields for more information. |
|
|
Deceased |
Optional. Enter "Yes" if the constituent is deceased. This will avoid mail or email being sent to the constituent. | |
|
Deceased Date |
Optional | |
|
Department |
Optional. Department in which an individual works in his or her company. |
|
|
Do Not Contact |
Optional. Enter "Yes" if you want to remove the account from mailing lists. |
|
|
DOB |
Optional. Date of Birth |
|
|
Email 1 |
Optional. The constituent's primary email address. | |
|
Email 2 |
Optional | |
|
Email 3 |
Optional | |
|
Fax |
Optional | |
|
Email Opt Out |
Optional. Enter "Yes" if you with the account to be unsubscribed from email communication. |
|
|
First Name |
Account owner's first name. If the row is a company account, the individual will be added as a company contact. |
Yes - If the account is an individual account. |
|
Gender |
Optional | |
|
Individual/Company Type |
Optional. Allows for tagging an account into one or more groups (ex: Board Member, Volunteer, Staff, etc.). | |
|
IsCompany? |
Is the account a company account? If yes, enter "1" or "Yes" if the spreadsheet row is for a company account. Leave field blank when the spreadsheet row is an individual account. |
Yes - If the account row is a company account. |
|
Job Title |
Optional |
|
|
Last Name |
Account owner's last name. If the row is a company account, the individual will be added as a company contact. |
Yes - If the account is an individual account. |
|
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 (as used in the constituent login portal). |
|
|
Login Password |
Account password (as used in the constituent login portal). |
|
|
Middle Name |
Optional |
|
|
Phone 1 |
Optional. Primary phone. |
|
|
Phone 1 Type |
Optional. (ex: home, mobile, business) |
|
|
Phone 2 |
Optional |
|
|
Phone 2 Type |
Optional |
|
|
Phone 3 |
Optional |
|
|
Phone 3 Type |
Optional |
|
|
Note |
Optional. A note containing any special information about the account. |
|
|
Note Title |
Optional. The title (or subject) of a note. If there is a note on the account, and this field is left blank, the default note title of "Imported Note" will be used. |
|
|
Note Type |
Optional. |
|
|
Pinned Note? |
Optional. Enter "Yes" if you wish the note to be "pinned" at the top of the account, ensuring the note is seen when viewing the account. |
|
|
Preferred Name |
Optional |
|
|
Prefix |
Optional. Name prefix (ex: Dr, Ms.) |
|
|
Salutation |
Optional. The primary contact’s name as it appears in the addressee line of a letter. |
|
|
SMS/MMS Consent |
Optional. The mobile number on which the constituent has consented to receive text messages. |
Yes - If you wish to send text messages to the constituent. |
|
Source |
Optional. |
|
|
State/Province |
State/Province name |
|
|
Suffix |
Name suffix (ex: Jr, II) |
|
|
Territory |
Optional. Territory name |
|
|
Volunteer Group(s) |
Optional. For CRM's with the Volunteer module enabled. Allows for the designation of a constituent into a specific volunteer group. |
|
|
Volunteer Role(s) |
Optional. For CRM's with the Volunteer module enabled. Allows for the designation of a constituent into a specific volunteer role. |
|
|
Website |
Optional. Any website URL belonging to the account. |
|
|
Zip |
Zip code |
|
Note:
- First Name will be used to automatically populate the Preferred Name field on imported accounts if this field is not mapped when importing.
- You cannot add individuals to households via the Import Manager. If you wish to create and/or add individuals to households, you must do so after you conduct an import. See the Households guide for information on creating households and adding household contacts.
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:
- Prospects
- Seasonal Addresses
- Secondary contacts
- Timesheet data
Custom Fields
If you require custom fields (i.e. any field not listed in the Standard Field section), you have two options to create such fields: 1) You may create the custom field in the CRM before you import your data via the Import Manager, or 2) You may create the custom field in the Import Manager during the import itself. 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 with a "1" or "Yes" on a spreadsheet row or row(s) containing company account information.
- Invalid file format: Neon CRM currently supports .xlsx (Excel) and .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 .xlsx or .csv file does not have multiple tabs. Only one tab per spreadsheet is allowed.