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:
2. Type in values when all of the imported accounts share the same data in a field
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.
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).
5. Be aware of the fields being used 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.
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.