In this article, we will review how to map your data for importing. After selecting the file you would like to upload, you will be directed to our Import Mapping Page. This is where you will select which fields will be uploaded, add new fields to be uploaded, and streamline your Import process with saved mapping. These steps ensure that all the data you would like to use in Organizer is imported properly. All data you want to filter or display in Surveys must be mapped and imported into Organizer.
Required fields are:
- Primary ID – the unique identifier your primary database software assigns to each contact
- First Name
- Last Name
- Street Number
- Street Name and Street Type – should be within the same cell
- Apartment Type and Apartment Number/Letter - e.g. "Apt 3"
- City – (only required if the Zip is not included)
- State – (only required if the Zip is not included)
There are two main sections on the Import Mapping Page.
The right pane is a preview of the file you uploaded, and the column headers are in the first column, with the data for that column going horizontally in the row. This is helpful to verify the fields in the original file contain the data you want to import.
The left pane shows what fields will be imported into Organizer. The field from your data file is successfully mapped when the light blue bubble with your column header is in the corresponding dark grey field box.
To move fields into the left pane, simply click on the header in the right side and drag it into the desired field on the left side.
You can recall an assigned field by clicking the refresh arrow.
Fields can be one of two types, numeric or text, as indicated by the icon next to the field name. Numeric fields can use greater/less than operators during filters; however, text columns are limited to either equal or in (list separated by commas). Numeric fields will not recognize text (non-number, including "-" and "/").
Add A New Custom Field
With Organizer you can upload as many custom fields as you would like. To add a new field, select the menu button in the top right, and “Add New Field”.
There are two components to a field, the Field Name and the Field Nick Name. We would recommend naming them the same, the Field Nickname is what you will use to insert information into your Survey and the Field Name is what you will see when you use filters.
Save Mapping and Load Mapping
The Save Mapping and Load Mapping feature will save time if you are doing consistent data imports with similar files. We would also recommend using Save Mapping to track what fields you’ve imported previously. When you save the import field mapping, the next time you load a file you do not have to create custom fields or adjust the fields to be imported. All the changes you made can automatically be loaded from a previous import using Load Mapping. So if you’re using the same backend database, you can adjust the import format once and then Load Mapping for every subsequent import.
To save the Mapping, create a name and select “Save.”
This will save your Import format for any Imports you do in the future.
For example, when you go to Import a new file in a few days you can simply select the file, open the Import Mapping Page, and select Load Mapping.
When the box pops up, you can select the import mapping you previously saved and the fields in the left side of the Import Mapping Page will adjust to those saved settings.
Selecting a list (converting to CSV)
First, make sure your file is in .csv format. If the file you want to upload is in another format, such as .xls or .xlsx, simply open it in Microsoft Excel, go to File, then Save As. From there, you can change the type of the file from a menu that is labeled "Save as type" on a PC and "Format" on a Mac. Select CSV from this menu, and click Save. Only the first or open worksheet will be saved if converting from .xls/.xlsx to .csv, so make sure all of your data is on one tab in your spreadsheet, or you will need to do multiple conversions and imports.
Once you have the file ready to upload, click the “Upload” button at the top of the screen, then click “Choose File” before selecting the .csv file that you want to upload, and click "OK."