Import Profiles

1. Navigate to the Profiles page and click Import in the left-side menu.
2. Click [Download Template].
   • The template will download as a .csv file.
     
     
     
3. Open the template, enter the profile information for each profile, and then save the template to a location on the computer.
   • Instructions for how to fill out the template are available on the import page.
   • Below the [Download Template] button, there is an example format for each of the field types.

The majority of the information provided in the profile import can be bulk updated once the profile is created in the system.

General File Format Information

• The file must be in .csv format.
• Required fields for each row:  first_name and last_name, an org_name, or a household_name. All other fields are optional – remove fields that are not used from the file.
  • Due to search and reporting functionality in the system, the preferred format for household records is listed below.
    • Household name format: Last name, First Name and First Name
    • Households with different last names: Last name, First Name and Last Name, First Name
• When importing profiles, the system does not check for duplicates in the import file or in existing database entries.
• Boolean fields containing 1, 'True', or 'T' will result in True.
• Boolean fields containing 0, 'False', or 'F' will result in False.
• Leading and trailing spaces in all entries will be removed. i.e. (" Chris " becomes "Chris").
• Custom fields can be included in the import.
  • Multi-select values should be semicolon (;) separated text. Nested list values should be semicolon (;) separated as well.

Enter Basic Profile Information for New Profiles

• A row can only have one of the following types assigned to a profile: first_name/last_name, org_name, or household_name.
  
  • This tells the system which type of profile is being created.
    • first_name/last_name - individual.
    • org_name - organization profile.
    • household_name - household profile.
• Member_of_household - only applies to individual profiles (first_name/last_name) and will link the profile to that household profile if the name matches exactly and exists in this file or is already in the database. If it does not exist, the system will create a new profile for this household.
• Salutation - the name when addressing a profile in a letter, such as a tax receipt.
• Mailing_Label - the name that appears on an envelope.
• Legal_Name - will be used as the name on a check, if the field is populated.
• Work_name - only applies to individual profiles (first_name/last_name) and will set the Work Organization field on the profile.
• Work_title - only applies to individual profiles and will set the Work Title field on the profile.
• No Pub78 - is indicated for Org profiles. This will tell the system to bypass charity check for grants.
• Need 1099 - can be "1" or "T" for profiles that need a 1099 issued.
• Legacy Profile Code - can be populated if cross referencing information to a record from another system.
• User defined fields such as Gender, Service Areas, Tax Classes, Profile Type, and Org Role can be included in the import. If the field does not exist, it will be added as another user defined field in the system.
• Gender and Pronoun - only applies to individuals.

Profile Designations

If profiles are being imported into the system as part of a migration, do not import designations for the profiles. 

Profile designations have additional functionality in the system and will be bulk created as the system is built out. Within the template, profiles can be identified as those designations following these general guidelines:

• is_donor - Ignore during the import process. These will be created when donation transactions are loaded. 
• is_grantee - Ignore during the import process. These will be created when grant transactions are loaded. 
• is_vendor - Ignore during the import process. Will be created when A/P transactions are loaded. 
• is_student
• is_fundadvisor - Add “Fund Advisor” as a profile type in the profile_type field.
• is_nonprofit - Add “Nonprofit” as a profile type in the profile_type field.
• is_customer - Ignore during the import process. Will be created when transactions are loaded.
• is_school - Ignore during the import process. Will be created when transactions are loaded.

Contact Information

• Do Not Mail, Do Not Email, Do Not Call should be indicated via Profile Type.
• Phone numbers must be exactly 10 digits.
  • They can include any separators.
  • If only one phone number is given for a record, it will be marked as the primary phone.
  • If more than one phone number is given, only the main_phone entry will be marked as primary if it is defined; otherwise, no phone numbers will be marked as primary.
• Only one email per profile is available via import. The email used in this import will be marked as primary.
  • Additional emails can be bulk updated once the profile is created in the system.
• Only one address line per profile is available via import. The address used in this import will be marked as primary.
  • Additional addresses can be bulk updated once the profile is created in the system.
  • Only load complete addresses. The import will not process if missing address information such as City, State, and Zip.
  • Use Inter_CSZ  and Country to populate addresses outside of the United States or Canada.

Create Relationships Between Profiles

Individual to Individual

Relationships are often created in CommunitySuite one-by-one or by manually creating the relationship. If a relationship (profile_link) is being imported, one relationship or reverse relationship must be provided.

• relationship_profile will match or create individuals if no profile is found matching "First Last" name.
• relationship_org will match organizations and households and will create organization profiles.
  • Relationship matches that match multiple profiles will pick the oldest one.
  • Only one of relationship_profile or relationship_org can be used per line.
  • Relationship or reverse_relationship will be created if it does not exist.

Individual to an Organization

If an org_role is specified, org_role_org_name (name of the organizational profile) must be provided as well.

• If an org_role_org_name organization profile does not exist, a new organization profile will be created.
• If multiple organization profiles matching the org_role_org_name exist, the oldest one in the system will be used.

Household Trifecta

A household trifecta (the household profile, and two individual profiles) can be created during the import process by following these steps:

1. Create two rows for the individual profiles.
2. For the two individual profiles, add the name of the household in the member_of_household field. This only applies to individual profiles (first_name/last_name) and will link the profile to that household profile if the name matches exactly and also exists in this file or is already in the database. If it does not exist, the system will create a new profile for this household.
3. Create a third profile row for the household profile.
4. Use the same name format used when populating the member_of_household field (last name, first and first name).
5. Decide and add the contact information that will be listed on the household profile.
6. If both profile contact information need to be added to the household profile, “Copy HH Members Address/Phone/Email” can be manually selected or the information can be populated with the bulk update feature.

Once the profile import file is complete, it is ready to be imported. It is recommended that the import be tested and verified in Sandbox before loading to the Live site.

1. Navigate to the Profiles page and click Import in the left-side menu.
2. Click Choose File.
   
   
   
3. Select the .csv file from wherever it is saved.
4. Click Process.
   
   
   

Once the process button is clicked, a background job will be created to process the import file. If an error occurs during import, the system will not load any of the information. This provides an opportunity to correct any errors and re-upload the file.

Once profiles have been successfully loaded into the system, check for duplicates and review any user defined fields to see if new fields were created.