Contact Import Tool

Updated January 14, 2021

Requirements for Importing Contact File into The Magazine / Newspaper Manager:

• Review your Contact file
• All field/column names should match contact fields in The Magazine Manager/The Newspaper Manager (i.e. Company Name, Priority, etc.)
• No blank columns or rows can be included in the file
• Column Headings can not be the same
• First Name and Last Name must have their own separate columns
• Rep is a required field and will not import if one is not mapped
• You will need to add a column in the file for Rep and map it to either Unassigned or something similar if you have no reps assigned

Note: If you are importing GROUPS, more than one group can be imported if separated by commas in the file

• Special Characters in Groups will divide the group (wherever the special character is) – so you need to remove any special character in our system as well as in the file. (i.e. Animal-Farms OR Doctor’s Office). This can be “changed back” in MM after the import is completed
• File must be in a .CSV format – no.XLS can be imported

Steps to Import Contact:

• Go to Tools > Contact Import Tool → Contact Import

‍Then, select Contact Import.

Set Duplicate Rules for the Import

• Selecting No will import every row as its own Company, not importing any exact duplicates
• Selecting As Subcontacts if Company and Address 1 Match will import the Primary Contact and then all other contact records as Subcontacts as long as the company name and Address 1 match (We recommend this option)
• Selecting As Subcontacts if Company Matches will import each contact as a Subcontact if only the Company Name matches
• Selecting Yes will import every line as its own Company even if it’s a duplicate

Note: Data cannot be appended or changed when doing an import

• Notes can be added to identify the Import
• Browse your hard drive for the .csv file to upload – Click to Upload file

‍

• The Import Tool acts like a Wizard by walking you through the import telling you what to do
• Once the file is loaded it will perform 2 checks
• 1.  Making sure the file is in the right format (.csv)
• 2.  Making sure there are no blank columns or rows

TIP:  If the file gets rejected due to BLANK columns/row – you can copy all of the data and paste it in a new spreadsheet

• Map Fields based on Column Headers. What is displayed in the gray bar is the file column header. You will select the appropriate field in Magazine/Newspaper Manager using the drop down.
• Remember – Rep will need to be validated even if there is not one associated to the Customer – you will need to map to Unassigned or a similar field

• The system will prompt you to Verify the information, then Map.

• Then click, Import Contacts.

• Once the file is Imported check “View Skipped Items” and import manually or Undo the import and correct data
• Compare numbers from the actual .csv file and spot check a few records within your site for accuracy
• Import can always be undone and re-imported if necessary

Disclaimer: There are two prerequisites in order to have the Contact or Circulation import tool added to your site.

1. The initial import must be done by a Mirabel Technologies associate to ensure all the back-end tables/joins are lined up correctly.

2. Training is required on the use of the tool to ensure data integrity.