1. Have separate columns for First name and Last Name in your file

For any import that you run, you will need to map the Account Name and Sort Name fields. The Account Name field would be formatted as First Name Last Name (ex: John Smith), while the Sort Name field would be formatted as Last Name, First Name (ex: Smith, John). Notice in the screenshot below how the separate fields for First Name and Last Name are mapped to both the Account Name and Sort Name fields, in a different order:


If you only have one column in your file that contains the first and last name, you will not be able to map accurately to the Sort Name field. In the following screenshot you can see how the Sort Name and Account Name field are now mapped identically, which is incorrect:


You can see how both the Account Name and Sort Name field are now listed as John Smith.
 
Please note that if you are using an import to update existing accounts in eTapestry, it may not be necessary to have separate columns for First and Last Name. The reason for this is that a query and report can be created within eTapestry containing the list of accounts that need to be updated, and then the report can be exported to Excel. The report (since it is generated out of eTapestry) can be configured to include columns for Name and Sort Name.
 
A good example of this is if all accounts marked as Bad Address in the Mailing Status field needed to be updated with new address information. A query can first be constructed to find all of these Bad Address accounts, and then a report can be created containing fields for Name, Sort name, and all of the address fields. Once the report has been run and then exported to Excel, the address for each account can be updated to contain the new address, and an import can then be run with the updated file to correct all of the bad addresses in eTapestry. Since the file used for importing already contains fields for Name and Sort Name, in this case there would be no need to include separate columns for First and Last Name.

2. Type in values when all of the imported accounts share the same data in a field

If all of the accounts in your file share the same value for a particular field you are importing, you can type in the value that you’d like to assign within that field for each account on Step 2 Map Your Import file, instead of having a column for the field within your import file and listing the same value for each account.
 
We can use the following screenshot as an example:

Notice how the City field contains the value of Newville, which has just been manually typed in. This means that instead of having a City column in my import file that I then map to the City field in eTapestry, I am just typing in the city that I want to assign to each account. In this case, if I were importing 500 accounts, all 500 accounts would have the city of Newville entered into that field. This will only be applicable if all of the accounts in your import file can be assigned the same value within the field. To use the above example again, if half of the accounts were from one city and the other half from another, the import file would need to contain a separate column for City and each account would need to have the city assigned.
 
In the above screenshot you can also see that the Persona Type field has had Personal manually typed in. Just like with the City field, this means that each of the imported accounts will have have the same persona type assigned; their address information will be logged onto a Personal persona.

3. How to import accounts with multiple address lines

In some cases you may have accounts that have multiple lines to an address; to accurately format these types of addresses in eTapestry, you will first need to have a separate column in your import file for each line of the address, as seen in the following screenshot:


On the Map Your Import File step, each of these fields can then be mapped to the Address field. However, in this case the Special Characters will actually need to be used to ensure that the Address Line 1 and Address Line 2 fields actually end up on separate lines within eTapestry. In the Select Import Field box, which is where you select the fields from your import file, there is a Special Characters section. Within this section is an option for New Line:


Before using the New Line character, the Address Line 1 field from the file would be mapped. Afterwards, the New Line character can be inserted. Finally the Address Line 2 field is inserted following the New Line. The end result is addresses that are formatted onto two lines:


Notice how to the right of the Address field, Apt. 2B is listed below 123 Main Dr.

4. Run a small, test import first

If you are ready to run a large import, a great way to check whether all fields and data have been mapped properly is to run a smaller import of only a handful of accounts. For example, if you are importing 500 accounts, copy and paste the first 5 accounts from your original file into a separate spreadsheet, and then save that as a separate file (make sure you remove the accounts from your original file as well so you don’t end up importing them twice).

You can then run an import with the newly created spreadsheet, using the import that you established in eTapestry. Once you have run the import, check each of the accounts to ensure that all data is mapped properly. If it is not, you can easily delete the 5 accounts, make the necessary adjustments to your import, and then attempt it once again. When done in this fashion you can catch minor mistakes in the set up which could otherwise have a major impact on your database. If the wrong data has accidentally been mapped to the Address field, for example, it can be much harder to clean up if you have just uploaded 500 accounts as opposed to 5.

5. Be aware of the fields being used as Duplicate Keys

When setting up any import, any of the fields being used can be set as Duplicate Keys, which is how eTapestry checks for matching accounts in the database against the import file. For example, if the Account Name field is used as a Duplicate Key, any accounts in eTapestry that have the same name as an account in the import file will be recognized as a match. Later on in the import process, on the Possible Duplicates Report step, you can decide how to handle these matching accounts.
 
In the following screenshot, you can see that both the Account Name and Address fields have been selected as Duplicate Keys:

The more Duplicate Keys that are in use, the less likely it is that eTapestry will find a matching account in your database. The reason for this is that for eTapestry to find a matching account, each of the fields being used as Duplicate Keys must have matching data between the account in eTapestry and the account in your import file. Using the screenshot above as an example, if an account in the system already existed under the name of John Smith, but the address was 456 South Street (different from what’s in the file), eTapestry would not recognize this as a matching account and would create a new account for John Smith in the import file. If instead only the Account Name field was used as a Duplicate Key, then eTapestry would recognize John Smith as having an existing account since it is only checking that particular field when searching for matches, and it would no longer matter that the Addresses were different.
 
In summary, the more fields that are used as Duplicate Keys, the less likely it is that eTapestry will find a matching account.

For more information on the options available on the Possible Duplicates Report step, where it is decided how matching accounts should be merged together (or if they should be merged at all), please click here.