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--- contact-file-column-matching [2014/12/20 11:41]
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+++ contact-file-column-matching [2017/07/26 08:24]
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-====== Column Matching Contact Fields ======
-When you upload a file of containing contact data into Sentori you will need to provide a mapping between the column headings used in the file, and the field names used by Sentori. In other words you will need to explain what goes where.
-These instructions apply whatever type of file you are uploading, but for the purpose of explanation let's assume that you are uploading a spreadsheet.
-===== Making life easier =====
-You can use whatever headings you like in the spreadsheet to describe the data in the column. However if you use the same name as Sentori then it will make the data upload processes easier.
-For example, Sentori uses the field name 'email address' for email address. If you use that then the mapping between the spreadsheet and Sentori is automatic. If you use a column heading such a 'email' then the mapping will not be automatic, and you will have to explain the mapping.
-Here are the names of the fields that are already included in new Sentori accounts.
-|Sentori Field Name|Description|
-|Email Address|The contact's email address|
-|Title|eg Dr, Mr, Ms etc |
-|First Name|The contact's given name|
-|Last Name|The contact's family name|
-|Known As|WHat you would|
-|Company Name|The name of the company or organisation associated with the contact|
-|Phone Number|The contact's land line phone number|
-|Mobile Phone Number|The contact's mobile phone number|
-|Address 1|The first line of the contact's street address|
-|Address 2|The second line of the contact's street address|
-|Address 3|The third line of the contact's street address|
-|City|The city part of the contact's street address|
-|County|The city part of the contact's street address|
-|PostCode|The contact's postcode|
-|Bad Email Address|Use TRUE or FALSE to set the status of the contact's email address status|
-You can see the names of Sentori fields in your account, including any special fields that you have added, by making a data download using the [[contact-lister|contact lister]].
-===== Manual Column Mapping =====
-This is what the mapping screen looks like. In the example a spreadsheet has been uploaded with 3 columns of data - Given Name, Family Name and Email Address.
-{{::contactuploadmapping1.png|}}
-The column labeled Email Address has auto matched, the other two columns have not. In order to complete the mapping the fields First Name and Last Name need to be selected from the drop down options on the right.
-Note that Sentori has also identified a bad email address, and given the opportunity to see (and possibly correct) the invalid data. If the data can be corrected it needs to be done in the original spreadsheet, and the file reloaded.
-===== How data is imported or updated =====
-If Sentori can find a contact in the database with the same email address as that shown in the import file, then that person's data will be updated.  Only those fields that you have matched in the mapping process will be changed.
-If previously there was data in a field that you have mapped, and the field is empty in the import file, then the existing information will be deleted. The principle is that new data (that being imported) is considered better and more up-to-date than anything currently in the database.
-If Sentori cannot find a record with an email address in the file, then a new contact record will be created. Any fields of data not mapped will be defaulted according to the settings in the field specifications. Normally this means that the field takes a null (blank) value.
-===== Related topics =====
-[[adding-contacts|Adding Contacts]]