Bulk Update Profiles – Foundant Technologies

Bulk updating allows you to quickly update large amounts of profile data. A user exports a file of profile data from the system, uses Excel to to make changes, and then uploads the file back into the system. The file is scanned for changes which are then applied to the respective profiles.

Changes made in bulk can only be corrected by re-uploading your original data. It is recommended that a copy be saved.

Export Profile Data

When profiles are exported, the unique profile ID is included in the file. Including the profile ID when bulk updating allows for a smoother import of the updated profiles back into the system.

Navigate to CRM.
Click Profiles on the navigation bar, and then click All Profiles.
Select the profiles that need to be updated.
- Check the box at the top of the page to select all profiles or check individual boxes.
- The number in the green circle indicates the number of profiles selected.
Click the Actions drop-down menu, and then click Export Profiles.

A spreadsheet of the exported profiles, along with their unique IDs, will download to your computer. Save this spreadsheet in a desired location for future reference.

The columns and information shown on the All Profiles page will be included in your export. If you have configured columns, the updated column selection will be reflected in your export.
- If you are updating individual profiles, it is recommended that First Name and Last Name are added as columns so profiles will match on import.

Updating Data Recommendations

Test the bulk update process in your Sandbox site before loading updates to your Live site.
The Type column is required and must not have its value changed.
All of the items that you include in the file will be updated. Completely remove the items (rows) and fields (columns) that you do not want to update before you process the data. Removing unedited rows and columns will reduce processing time.
A row can only have one of first_name/last_name, org_name, household_name.
- Prefix/First/Middle/Last/Suffix only apply to individual profile records.
The system will not check for duplicates in the import file or in existing database entries.
If a profile match is not found in the existing profiles, a new profile will be created.
If you use any formulas in your editing, be sure to convert the formulas to values before uploading.
You can use Excel’s Text Join formulas to customize your salutations/mailing labels.

Import Fields and Rules

Import fields included in the exported .csv file and their rules are listed below with additional details.

Import Field Data Types Glossary

Import fields are displayed as unique data types.

UUID - A string of hexadecimal numbers in 5 groups separate by dashes.
- Group 1 - 8 digits
- Group 2 - 4 digits
- Group 3 - 4 digits
- Group 4 - 4 digits
- Group 5 - 12 digits
  - Example: fe4bea08-c661-4088-88ab-f3c666e50fe6
String - A collection of alphanumeric and white space characters.
- Example: Food 4 Life Foundation
Boolean - A value represented as one of two values. True or false are commonly used.
- True Values:
  - true
  - T
  - YES
  - Y
  - 1
  - ENABLED
- False Values:
  - false
  - F
  - NO
  - N
  - 0
  - DISABLED

Import Field Rules

Each import field contains a specific set of rules that must be followed in order to avoid errors upon import.

Column Name	Data Type	Example	Notes	Fields
Profile ID	UUID	051d0891-764e-4334-9a0b-3646bbb5ca45	Case-insensitive Cannot be updated. Unique
External ID	String		Case-insensitive Cannot be updated. Unique
Type	String	Individual Organization Household	The type of a profile. Cannot be updated.
Name	String Default: ""	John Smith	Used with the organization and household profile types. Combines the first name and last name values if used with an individual profile type. Required for organization/household types.
First Name	String Default: ""	John	Case-sensitive Required for individual profile types.
Middle Name	String Default: ""	Albert	Case-sensitive
Last Name	String Default: ""	Smith	Case-sensitive Required for all individual profile types.
Preferred Name	String Default: ""	Johnny	Case-sensitive
Prefix	String Default: ""	Mr.	Case-sensitive
Suffix	String Default: ""	III (The Third)	Case-sensitive
Job Title	String Default: ""	Philanthropist	Case-sensitive
Do Not Solicit	Boolean Default: "false"	True
Vendor 1099	Boolean Default: "false"	False
Tax ID	String		Case-sensitive
Active	Boolean Default: "false"	True	Represents if a profile is active or inactive. The column on CRM profile list labels this data as Status.
Phone Numbers	String	(123) 555-9365~true~home OR (123) 555-9365~false~;(123)555-9366~true~work	Separate multiple values with a semi-colon. Separate multiple fields with a tilde ~ Multiple fields follow in this order: The Phone Number Primary flag Phone Number Type	The Phone Number. Primary flag.(boolean value) Phone Number Type
Phone Number X	String	123-555-9365
Phone Number Type X	String	home	Valid phone number types: "" (no value) home work mobile other
Email Addresses	String	john.smith@foundant.com john.lubke@foundant.com~true~home	Separate multiple values with a semi-colon. Separate multiple fields with a tilde ~ See Fields column for field order.	Email Address Primary flag (boolean value) Email Address Type "" (no value) home work other
Email Address X	String	john.smith@foundant.com	Case-sensitive
Email Address Type X	String	home	Valid Types: home work other
Addresses	String	123 Main St.~#101~Sioux Falls~South Dakota~57108~United States of America~true~home	Separate multiple values with a semi-colon. Separate multiple fields with a tilde ~	Order of representation: Address line 1 Address line 2 City State/Subnational Postal Code Country Primary flag Address Type "" (no value) home work mailing other
Address Line 1	String	123 Main St.	Street Address
Address Line 2	String (Optional)	#101	Suite, apartment number, etc.
City X	String	Sioux Falls	Case-sensitive
State X	String	South Dakota	Case-sensitive Will be reduced to two-digit representation.
Postal Code X	String	57108	Alphanumeric values Case-insensitive.
Country X	String	United States
Address Type XS	String	home	Valid Types: "" (no value) home work mailing other
Individual Relationship	String or UUIDs	0689226a-9e1e-405b-b478-f70311354e52;John~Lubke~example@email.com	Can be either a UUID or a string of fields. Separate multiple values with a semi-colon. Separate multiple fields with a tilde ~
Organization Relationship	String or UUIDs	0689226a-9e1e-405b-b478-f70311354e52;Foundant Technologies	Can be either a UUID or a string of fields. Separate multiple values with a semi-colon.
Household Relationship	String or UUIDs	0689226a-9e1e-405b-b478-f70311354e52;Smiths	Can be either a UUID or a string of fields. Separate multiple values with a semicolon.
Designations	String	funder funder; donor attendee; donor; funder; member; participant; prospect; vendor; volunteer	Types: "" (no value) attendee donor funder member participant prospect vendor volunteer Separate multiple values with a semicolon. Data will display alphabetized in the import tool's UI. Excess spaces/semicolons will be ignored.
Website	String Default: ""	www.google.com	Case-sensitive
Anonymous	Boolean Default: "false"	true
Consent to Contact	Boolean Default: "false"	false
Company Name	String Default: ""	Southeastern Electric Company	Case-sensitive
Profile Lists	String	List A;List B	Separate multiple values with a semi-colon. On bulk-create and bulk-update; if the lists don't currently exist, the lists will be created along with any profiles. Bulk-update will only append new profile lists; it won't delete the old lists if they're omitted in the .csv file sent for bulk-update.

Import Updated Profiles

Navigate to CRM.
Click Data Import on the navigation bar, and then click Import Profiles.
Click Upload data from file.
Upload the .csv from your computer.
Once the file has loaded, confirm each mapped field.
- If each field is mapped correctly, you do not need to click Confirm mapping on each field. You can move to step 6.
- If certain fields are correct and others need to be ignored, click Confirm mapping or Ignore this column for each field.
- If a new custom field is included with the import, click + Include as custom field, and then select the appropriate custom field settings.
  - Dropdown or checkbox list fields will automatically be populated by the items in your import.
Click Review.
Review any rows of data with problems and make the necessary corrections, and then click Continue.
Click Yes.