Importing Events

You can import a list of members and automatically add an event for each member on the list. The Imported Event - List window lists all the events which have imported member lists.

To open the Imported Event - List window, under Contact Manager on the Portico Explorer Bar, select Administration. On the Administration top menu bar, select Maintenance, then select Imported Events. The Imported Events grid displays the following information:

Column Heading	Description
Request Date	The creation date for the imported event.
Load Date	The loading date for the file. You can delete an imported event only if you set the Load Date field to blank. Once you load the file, you cannot delete it.
Events	The description of the event.
Type	The type of imported event: member, non-member or internal.

How do I? and Field Help

You can delete an imported event only if the Load Date field is blank. Once you load the file, you cannot delete it. To delete an imported event, select the row and select Delete.

Select a New Member to create a new imported event for members.

Select New Non-Member to create a new imported event for non-members.

Select New Internal to create a new internal imported event.

Complete the following steps to import a member list and assign an event.

1. Select the Event down arrow to select the member event, and then select the green arrow.
2. Select Browse next to the Import File field to locate the member list. The system automatically adds an event for each member on the list.
3. Select the File includes header record checkbox if the first entry in the file is the header.
4. Select the Origination Source down arrow to select the source of the event.
5. Select Import to import the event. The system uploads the file in the back-office cycle and creates the events. You can view the events on the Assignments Queue window, Contact History window, and Contact/Event History window.

Import Rules and Best Practices

• Create the event first and keep it Inactive for imports.
• All import files are comma or tab-delimited text files.
• The file extension is txt, or csv.
• To create a blank field in a CSV file using Microsoft Excel, select the cell and press the spacebar. Fiserv recommends entering a space in all the fields that should be blank on the first row and then perform a copy/paste to all the remaining rows. If you receive an error message indicating that “line X does not contain 23 fields,” there is a blank field that most likely has a space missing so the system does not count the field as an actual field on the line.
• Do not add apostrophes or commas inside the data fields.
• All three Import Event files have the same record layout.
• Depending on the Import Event file, the system may or may not require a field. If the system requires a field, you must include it in the import file or the system does not save it due to the system edits in place for required fields.
• If the system requires a customized field, and then you must enter it in the import file. If not, you do not have to enter it.
• If you do not enter a field, and then you must enter the corresponding comma as a place holder for the field.
• Since there are 23 fields, you must ensure every line contains 22 commas.
• Whether you have one customized field or 15, you must account for every possible customized field. Meaning, that you must include all 15 in the import file even if they are blank. For example, if customized field 15 is blank, you must ensure a space follows the last comma to account for customized field 15.
• Imported events will appear on the Assignments Queue window, Contact History window, and Contact/Event History window after the back-office cycle.

Import Event File Layout

M-Member, N-Non-Member, I-Internal, Y-Yes, N-No

Field	Import Type	Values/Edits	Required	Max Length
Sensitive	Member, Non-Member, Internal	Y, N	Yes	1
Member Number	Member, Non-Member	Member: Numeric Non-Member: Nothing		12
Name	Member, Non-Member		Yes	25
Home Phone	Member, Non-Member	999-999-9999	Yes	12
Work Phone	Member, Non-Member	999-999-9999		12
Cell Phone	Member	999-999-9999		12
E-Mail Address	Member, Non-Member			100
SSN	Non-Member	999-99-9999		11
Customized Field 1	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 2	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 3	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 4	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 5	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 6	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 7	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 8	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 9	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 10	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 11	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 12	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 13	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 14	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values
Customized Field 15	Member, Non-Member, Internal	Date: MM/DD/YYYY List: valid entry Text: alphanumeric Checkbox: Y, N, Yes, No, or blank	Based on customized field	Date: 10 List: 20 Text: 50 Checkbox: see valid values

Member Import Example - 1 customized field: N, 13012309, Stan Smith, 303-555-1212, 02/02/1987,

Non-Member Import Example – 2 customized fields: N, 0, Sue Smith, 303-555-0001, 303-555-0002, ss@msn.com, 123-45-6789, 02/02/1987, Phoenix Zoo,

Internal Import Example – 1 customized field: Y, 02/02/1987,

An Event Tracking Import Template is available on the PorticoUsers website.