Contact Import Field Mapping Guide

Contact Import Field Mapping Guide

The screen shot below shows the fields in MarketingPilot that your source file records can be imported to when using the Contact Import function.  Please note you cannot update existing contact records by using the contact import.  Contacts that already exist in MarketingPilot will not be imported. Also, please be aware that this is a contact import, not a company import.  It is important to be aware that all fields imported will be applied to the contact page, not the company page.

Additional fields on the contact record that can be imported to are located on the Details tab of the contact (see below).

Performing the Contact Import

When performing the import, the first step is to select the type of contacts that you are importing and the company the contacts will belong to. 

There are 4 types available to choose from: CRM, Client, Staff, or Vendor.  For more information on determining contact type and belongs to, please review the Contacts section in the MarketingPilot online help.  Contacts imported as Client, Staff, or Vendor will appear in the corresponding sections.     

Primarily all contacts that are imported should belong to your site company as they are your company’s contacts, so they belong to you.  The contacts can be associated to their own company by defining that on the source file under Company, this is not the same as the “Belongs To” company.  If you are not sure, select your site company as the default company.  This will be the case on the majority of contact imports performed.  The only exception would be if the import being done is for CRM contacts. 

To import to category fields, such as Primary Business Address, Phone 2, Phone 3, Email 2, and Email 3, the source file must have a column to define the value that is to be displayed in the drop down box identified. Please Note – In order for the import to successfully map to a category field, the data in the source file must be identical to the values in MarketingPilot.

For example: in the sample source file screen shot below, the column labeled Phone 2 Type is Fax, which is a valid category for the Phone 2 field as defined in the Site Categories. 

The source file columns (left side) are mapped to the MarketingPilot fields (right side). In this example, we are mapping the value in the Phone 2 Type column to the Phone 2 category dropdown, and the Fax number is to the Phone 2 – Phone field.  

Once the import is successfully completed, the Contact record displays Fax in the Phone 2 field and the Fax number in the Phone 2 – Phone field.  Phone value from the source file was imported to Primary Phone.

The same mapping rules apply to the additional category fields that can be imported to.  To place a check in one of the available checkboxes in the Details section, use a “1” (selected) or “0” (blank) on your source file.

BEST PRACTICES TIP!

Once your source file is prepared, we would suggest performing an import using a single record as a test to verify the fields you have mapped the data to are displayed as you want once the import is completed.  When the import completes, a confirmation email is sent to the email address of the user who performed the import.  This email provides a count of the new and skipped records that were imported from the source file, and a URL that you can click on to hard delete the imported records.  This link only works if no additional changes have been made in MarketingPilot to the contact records that were imported, which includes using the contact for an expense, invoice, time slip, etc.  Prior to making changes it is best to review the imported records for accuracy.  If anything is incorrect, click on the link in the confirmation email to delete the import and make the changes to the source file and try again.  Please be aware that this is an all or none delete, you cannot specify which records to delete.

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