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How to Import Media Contacts

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.

 


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