Format Spreadsheet for Upload

Steps for preparing for upload

  • Make sure you have created empty columns in your spreadsheet to receive the last name of the member. You'll overwrite any fields that get data from the text-to-columns wizard, and you don't want THAT!
  • Use Text-to-Columns to separate the First Name and the Last Name into Separate Columns
  • If you find a contact that actually has names of two people, create a new row for the second person. You can put the same email on both.  (Liz & Leo Ryan were one contact, and I've separated them.)
  • First put the people into the system as CONTACTS.
  • Then Add them to the Membership object as members.

 

Convert Text to Columns Wizard - Step 1 of 3

Follow the Wizard on this one, to get the names separated.
Remember, you can't upload a contact to the system without a LAST NAME. We need to create these contacts and THEN use the Contact ID to import them into the Membership object.

Now Import the list as contacts using Apsona

  • Copy the whole list.

In Apsona, click Import/update

  • Paste the copied spreadsheet into the box.
  • Action: Import new records
  • Duplicates: Update the database (Upsert) -- if Apsona finds a duplicate, it will UPDATE the contact record. If it doesn't find a duplicate, it will CREATE a new contact record.
  • Match on Email, First Name, Last Name
  • Field Separator: Tab
  • Optional, but useful: Check the box that says "Don't overwrite with null values"
  • Click Next
  • Match the fields in your spreadsheet with ones in Salesforce (this is easy, because we have the same names on the spreadsheet that we have in Salesforce.)
  • Leave the "On data errors: Stop and show errors"  
  • Click next
  • We have two errors: Dawn Low and Steven Dolinsky. These have more than one contact record in Salesforce. Apsona can update a contact when it finds one that is the same as the name on the upload list. But when it finds DUPLICATES in the system, it won't import these two records.
  • Since there are not many, we will leave these out and fix this issue after we're done with our import.
  • Change the "On data errors" to "Omit Erroneous Records

Omit erroneous records > Next

Verification Page before the Import

Shows us how many records we're importing, gives us a chance to save the mapping, in case we have to do this again in the future. You give the saved mapping a name, and then you can add the mapping when you do your next spreadsheet like this.

Note that we have 15 people already in the system (plus the two rejects).

Click Import

IMPORTANT STEP: DO NOT FAIL TO DOWNLOAD THE IMPORT RESULTS!!

Always use the "All XX data records" to download the import results. Sometimes there are errors that don't show up until you try to upload a documents. It will reject the records that have errors, but you won't know about it UNLESS you have that import results spreadsheet.

Go to the Membership Tab in Apsona in Tabular View

Again: Tools > Import/update

How to get the same date on all the Start and End date fields in the list

  • Start with the top date.
  • Grab the little box on the side of that field and pull it down to the bottom of the list.
  • At the bottom, you'll see a plus sign and "Copy Cells" will be one of the options. Choose that, and all the dates will turn into the SAME date.

Add fields to the membership upload

The Status, Start Date, End Date (1 year after the start date) and Source have been added and will be imported. The Contact name in the Membership object is a LOOKUP to a Contact. We will use the Contact ID to fill that field with the correct name.

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