How to Update Contacts Upon Import

If you forgot to map a field when importing contacts or received new information for existing contacts that you would like to apply in VanillaSoft, you can update your database to apply the changes. This guide will walk you through the steps to update contacts upon import.

Important Considerations

  • Unique Field Requirement: Your spreadsheet must have at least one matching unique field to what is listed in your VanillaSoft database (e.g., phone number, email address, address, etc.). If more than one contact in your spreadsheet has the same information in that field, only the first contact will be imported.

  • Avoid Duplicate Matches: Ensure the unique field is truly unique per contact to prevent loss of information or the need to rerun the import process.

  • Irreversible Updates: Once a contact is updated, there is no way to revert those changes. If a field in the import file is blank and mapped, the existing field information for that contact will be deleted.

  • New Contacts Addition: If a match is not found, the information will be added as a new contact. If more than one match is found, the information will not be updated or added.

Steps to Update Contacts Upon Import

  1. Select Project: From the Admin homepage, select the desired project where the existing contact(s) reside.

  2. Access Import Contacts: Open the Contacts & Reports menu and select the Import Contacts section.

  3. Choose File: Select Choose File and browse to your CSV spreadsheet. Once found, select the file and click Open.

  4. Select Import Mapping (Optional): Open the Import Mapping drop-down and select the desired saved mapping. If you do not have any saved mapping, leave it at "--No Mapping".

  5. Select Import Method: Open the Import Method drop-down and select Add / Update Contacts, then click Next.

  6. Map Unique Fields:
    • Open the Import File Field drop-down and select a unique field from your spreadsheet.

    • Open the VanillaSoft Field drop-down and select the corresponding unique field from VanillaSoft.

  7. Add New Contacts (Optional): Check the Add New Contact if not already in VanillaSoft checkbox to add any contacts from your spreadsheet if no unique field match is found.

  8. Define Unique Fields: Once your unique fields have been defined, click Next.

  9. Map Desired Fields: Map all the desired fields you wish to update from your spreadsheet to the corresponding VanillaSoft field. Verify all mappings are correct before proceeding.

  10. Start Import: Once your mapping is complete, select Start Import.

Monitoring Import Status

Once the import starts, you will be brought to a screen showing your import status and all previous imports. You are free to navigate away from this page, as this will not affect your import.

Related Articles

Updating contacts upon import in VanillaSoft allows you to maintain an accurate and up-to-date database. By following these steps and considerations, you can effectively apply new information to your existing contacts.

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