1.
As a pre-requisite to importing media contacts:
a.
Verify that User Signup has been configured.
b.
Verify that the default PR Media Types are sufficient
and if applicable add new PR Media Types.
c.
Read chapter of Administrator Manual titled “Import
Data Features in Detail”.
d.
Have a qualified CSV file containing Media Contact
information either on your computer or accessible on your local area network
from your computer.
·
File must be formatted according to CSV
standards as comma delimited file format.
·
Data types must match corresponding Portal
Prodigy data types.
·
Portal Prodigy accepts most standard phone
formats and will convert them to 999.999.9999 format. Phone Extensions should be placed in separate
field (column).
·
States must be in two letter abbreviated format,
such as “CA” for “California”. Note that when State is not included as
field in import, the default State specified in User Signup Features Management
is assigned.
·
Country must be in three letter abbreviated
format, such as “USA”
for “United States of America”. Note that when Country is not included as
field in import, the default Country specified in User Signup Features
Management is assigned.
·
Media Types defined either as separate columns
(fields) for each Media Type or single column for Media Type with different
value indicating media type.
e.
If you want to assign Media Types to a specific
Security Group/Type, verify that this Security Group exists; otherwise add
it. Read chapter of Administrator Manual
titled “User Groups and Security in Detail”.
2.
Go to Site Administration Menu.
3.
Click on the Utilities Go To icon located in the Site
Management section.
4.
Click on the Add New button.
5.
Enter a Profile Name.
6.
Click the Browse button and use the Choose File dialog
box to select a CSV file.
7.
If the imported CSV file contains field (column) labels
in the first row, check ‘Ignore first row which contains column headings’. This checkbox is located to the right of the
‘Values Included’ section heading.
8.
For each field (column) in the imported CSV file, enter
the column number in the text box of the corresponding field name on the Import
Contacts Data Management page. Fields
(columns) used to specify Media Types (such as “Magazine”, “Radio”, etc) are
specified in the ‘Media Types’ section rather than the ‘Values Included’
section. This is explained further down
in the steps.
9.
A zero or blank (no number) indicates that the field is
not in your CSV file.
10. Check
all fields that should have their existing value replaced by the imported
value. Empty fields in existing media contacts records will always be updated
with the imported value. If the media
contact is new all of the fields will be imported when the new contact record
is created.
11. In
the ‘Media Types’ section check the ‘Replace Contact Media Types’ when you want
existing Media Contacts to be have their old Media Type assignments replaced by
imported values. When left unchecked,
new media type assignments are added in addition to the existing ones.
12. The
Media Contacts Import process supports either of two column (field) layouts for
Media Types:
a.
Separate individual columns (fields) for each Media
Type:
·
For each Media Type field (column) in the
imported CSV file, enter the column number in the Column # text box of the
corresponding Media Type listed on the on the Import Contacts Data Management
page along with the value that is used to indicate that the Media Contact
belongs to that Media Type (such as “X” or “Yes”).
b.
Single shard column (field) used to specify a single
Media Type.
·
For each Media Type value used in the Media
Types field (column) in the imported CSV file, enter the column number in the
Column # text box (note that all the Media Types will share the same column
number) along with the value that is used to indicate the Media Type (such as
“Periodical”, “Radio”, etc.).
13. Check
“Media” in Contact Type section.
14. If
applicable, check one or more Special Interest Groups to assign the Media
Contacts to.
15. Check
one or more Security Types (Security Groups) to assign the imported Media
Contacts to.
16. Click the
Save button to save the import profile.
17. Click the
Import button to perform the import.
18. When import
has finished it will display the total number of rows that were successfully imported
and it will list by row number each row that could not be imported and reason
why.
19. Click Close
button to return to the Utilities Menu.
