Excel Import – 4 – Review
Maintenance > Excel Import > Review
Step 4: Review
This tab reviews the data to be imported. This screen provides both warning type messages and fatal messages.
If a record has bad data in a field or does not have a valid linking key, it will not be imported.
You can review your data in several fashions. Since this is a standard DonorSnap grid you’ll be able to sort and review your data as you would in any other DonorSnap grid. In addition to basic grid controls, DonorSnap does do some color coding of your data. For example, if you are bringing in a value to a dropdown field in DonorSnap and that value does not currently exist in your dropdown list, DonorSnap will color code that data cell “green” to let you know that you will be adding a new value to your list. Although this is only a warning type message, it is useful to review these to ensure that you did not make a spelling error in a cell. For example if your standard coding title is “Mr.” with a “.” and you are importing a record with “Mr” (no period), DonorSnap will create a new dropdown item in the title list for “Mr” This is probably not what you want to happen. You should omit that record from this import, correct it and then reimport that record.
There are some special items to note in this grid:
- Filtering in the Message field can be especially useful. DonorSnap puts the letter of the message in this field and you can set a filter to review all items that have the same message. In the example above, we are filtering for any record that contains “J” in the message field. These are possible duplicate Contacts that have been highlighted because they have the same address as an existing record within DonorSnap. You note that error message “I” highlights any records in your import spreadsheet that share duplicate addresses also. Filtering will allow you to quickly review your data for possible errors and omit records that require more work.
- Each record has a field labeled “Include” that can either be “Yes” or “No”. If a record has a fatal error, the field will be “No” and it will be grayed out. This signifies that you can not bring this record in until the data in the record is corrected. All other records are initially labeled “Yes”. However, you can, on a case by case basis, decide to omit records from this import by setting their flag to “No”. An excellent use of this tool is to filter for all records that have a duplicate address in the import file. Then sort the table by address line. You’ll now see all of the duplicate records next to each other. From here, you can decide if you want to omit a record or allow it to be imported. (Remember that you will need to hit save before leaving a page of the review grid to go to another. Otherwise your change to the Include field will not be saved).
- The last area of special interest is the group “Include”/”Exclude” button next to each of the address warning messages. If you click on “Exclude”, all records in the import that fit the criteria specified in the message will be marked as no. This is a quick way to exclude a large number of records from being imported.
Once you are done reviewing the data and have appropriately saved any changes, you can navigate on to Step 5 – Load Data. This is the actual point where the data will be imported into your DonorSnap database.