(A) Create a .csv import file

All data you wish to import should be contained in a flat csv file. Each line of the file should represent a single individual, organizational or household contact.

The importer allows you to do the following complex actions:

• Import data into custom fields.
• Create associated records (for example the organization record associated with an employee) via any relationship type.
• Import all contacts in the import file into a single new and any number of existing groups.

Good planning is the key to a successful import. Creating relationships, groups, and associated contact records is often easier by creating multiple .csv import files rather than importing a single file and creating all the relationships and populating groups post-import.

(A-1) Setting up your csv for custom data

Create your custom field first in "Administer CiviCRM", then match the column in your csv to the custom field.

(A-2) Setting up your csv for associated records

Make sure your relationship is defined in CiviCRM, for example "Employee of". By tieing your csv column to the organization record via a relationship, you can populate the related organization fields.

(A-3) Setting up your csv for group membership

Create a different csv file for each unique set of groups. For example, you might have the groups donors and newsletter subscribers. The newsletter subscribers are a subset of donors. You would therefore have two csv files. One set of contacts will be members of both donors and newsletter subscribers. The other just a member of donors.

Run the import wizard

• Upload Data. Specify the file, whether column headers are present, the type of contact you are importing, and the duplicate rules.
• Match Fields. Indicate the CiviCRM field for each column of the csv file. You can also save the field mapping for future use (you should always save the field mapping in case there are error in the import and you need to do it over).
• Preview. Verify the total number of records, field mapping, and specify groups (if any) this collection of contacts will belong to. You should always make an import file the member of a unique group in case you need to delete the contacts and redo the import.
• Summary. The summary page will identify any import errors and provide a download file to help identify the cause of errors.

Other Resources

Administrator Guide:
http://objectledge.org/confluence/display/CRM/Import+Contacts+from+Other+Sources

From the Community:
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