Administrators can load lists of LRCA Contacts in batches
using the Import Contact Data
utility. The utility is accessed from the Administration Menu by clicking on
the Utilities Icon of the Site Management column and then clicking on the
Import Contact Data Icon on the Utilities page.
Import templates can be created for different Member Types
based on the data to be imported. The Import templates are listed on the Member
Profiles page
Click on the appropriate template label or click on 
to access the Import Contacts Data Management
Page and create a new one.
Import Contacts Data
Management Page
The Import Contacts Data Management page sets up the utility
to import from a CSV file located on the Administrator’s remote computer or
network. If the CSV file was setup with the following fields:
- First Name
- Last Name
- Title
- CompanyName
- Company Address1
- Company City
- Company State
- Company Zip
- Company Phone
- Company Fax
- Company E-mail
- LRCA Branch
- LRCA Level
- LRCA State
(columns in a spread
sheet) the appropriate Data Management page would be set up as displayed.
For new contact records the program will automatically
assign the users email address as the Login Name. If there is no email address
for the imported record, the Login Name will be set to the contact’s First Name
plus Last Name without a space between them. If the First Name plus Last Name
Login Name already exists, a number will be added to make the Login Name
unique. For new contact records the password will automatically be set to the
First name plus the Last Name.
The import always preserves the Login Name and Password for
contact records that already exist. If the imported record does not contain a
contact’s name, the Company Name will be used instead.
For each field included in your CSV
file, enter the number corresponding to the order of the field in the CSV file.
A zero is used to indicate that the field is not in your CSV file. Check all
fields that should have their existing value replaced by the imported value.
Empty fields in existing contacts records will always be updated with the
import value. All fields will be imported for new contact records.
§
Profile
Name – The name of the template is entered here. It is the label that
displays in the Member Profiles List.
§
Select a
CSV file to be imported: - Clicking on the 
button next to the Select a CSV file to be
imported: field box activates the MS Windows Choose File dialog which the
Administrator uses to locate the CSV file which is to be imported.
§
Select
Data Subscription file: - If the client organization has subscribe to
NonProfitOnly’s LRCA Contact subscription program, the path to the update file
is entered here.
§
Values
Included – For each field included in theCSV file, the Administrator enters
the number corresponding to the order of the field in the CSV file. A zero is
used to indicate that the field is not in the CSV file. Fields that should have
their existing value replaced by the imported value require the box be checked.
Empty fields in existing contacts records will always be updated with the import
value. All fields will be imported for new contact records.
Administration checks the appropriate Contact Type, Special
Interest Group and Security Group then saves the template by clicking on 
.
Once the template is saved, confirm the data in the Select a CSV file to be imported field
and then click on 
.
Creating the CSV
file.
The most commonly used method of creating and manipulating a
CSV file is using Microsoft Excel Spreadsheet application. For example, a
spread sheet with the following columns might be created:
- First Name
- Last Name
- Title
- CompanyName
- Company Address1
- Company City
- Company State
- Company Zip
- Company Phone
- Company Fax
- Company E-mail
- LRCA Branch
- LRCA Level
- LRCA State
Individual contacts are entered into concurrent rows in the
spread sheet and the saved CSV file would appear similar to the following text
when viewed with a text editor such as MS Notepad:
First Name,Last Name,Title,CompanyName,Company
Address1,Company City,Company State,Company Zip,Company Phone,Company Fax,Company
E-mail,LRCA Branch,LRCA Level,LRCA State
Anthony,Anastasio,Administration Director,"Public
Defender, Office of the","25 Market St., P.O. Box
850",Trenton,NJ,08625,(609) 292-7046,(609)
777-1795,anastasio_a@opd.state.nj.us,Administrative,State,NJ
Kathleen M.,Kisko,Administrative Director,Administration
Division,"225 W. State St., P.O. Box 459",Trenton,NJ,08625-0459,(609)
777-1273,(609) 292-9897,kathleen.kisko@sos.state.nj.us,Administrative,State,NJ
Brian,Goldsmith,Administrative Officer,State Library,"185
W. State St., P.O. Box 520",Trenton,NJ,08625-0520,(609) 984-6714,(609)
984-7898,bgoldsmith@njstatelib.org,Administrative,State,NJ
Joseph,Spicuzza,Administrative Services
Director,Administration and Technology,"John Fitch Plaza, P.O. Box 110",Trenton,NJ,08625-0110,(609) 292-6810,(609)
292-8202,jspicuzz@dol.state.nj.us,Administrative,State,NJ
Maureen C.,Fullaway,Affordable Housing Council Executive
Director,Community Affairs Department,"101 S. Broad St., P.O. Box
800",Trenton,NJ,08625-0800,(609) 292-3000,(609)
984-6696,coah@dca.state.nj.us,Administrative,State,NJ
Hugh,O'Hare,Appeal
Tribunal Chief,Income Security,"John Fitch Plaza, P.O. Box
110",Trenton,NJ,08625-0110,(609) 292-2669,(609)
292-7667,hohare@dol.state.nj.us,Administrative,State,NJ
