WebLink Connect allows you to import Profile data for organizations and/or individuals from a Microsoft Excel file. Click here to see a list of all fields that can be created/updated through the Profile Import. Note: Make sure you have properly prepared your data before importing into WebLink Connect. Click here for details on preparing your data.
1. Go to Admin > Import Profile Data From Excel.
2. Go to the Excel Import File Path box and click the [...] button. This will take you to the Windows Explorer box and there you will navigate to wherever you saved your Excel file.
3. Select the file and click Open.
4. By default, all of the column headers are named exactly as our template file is labeled. If you have changed any of the column header names in the spreadsheet, update those column header names in the appropriate field. While you may rename columns in your spreadsheet, you may NOT include extra columns other than additional AffCode columns. Click here for details on what data can be imported.
5. If the individual data in your spreadsheet is for the Main Contact of each organization, click the 'Add Individuals as main contact of organization' checkbox. If this box is not checked, the individuals will be related to the organization but will NOT be set as the Main Contact.
6. Set the Profile Relation Types you would like to set for the relationship between the Organization and Main Contact. Usually Employer is set in the top box.
7. Decide if you want to import the new profiles as members, prospects or neither and click the appropriate check box. Note: Since you can only identify the Profiles as Member, Prospect or neither, and not a combination of these, make sure you are only importing like groups at one time.
8. If your file includes affiliation code values in one or more columns, check the box "Import Affiliation Code Value from Excel File." Note that all values in the AffCode columns MUST match an Affiliation Code already in your database exactly.
*Best practice: if you do not import data regularly, you may want to create an affiliation code specifically for flagging profiles brought in during this import and assign that code in the AffCode1 column to all rows.
9. Once you are satisfied you have all the fields mapped and settings configured, click the second tab at the top, Data to Import.
10. When validating the data, the Import will check for an exact match between the Organization Name and/or First and Last Name of your spreadsheet and the data in your database, as well as an exact match on Email address. If you would also like the Import to check for an exact match on Address, check "Include Address Fields in Duplicate Checking." Then click Step 1: Validate and Check for Duplicates.
11. If there are problems with your data (invalid columns, incorrect affiliation codes, etc.), you will immediately receive a message telling you what the validation issue is. If all is well, the duplicate check process will begin automatically. If there are no validation issues OR duplicates, you will be notified and asked to confirm that you would like to begin the import. Click here for more details.
12. The system will display a list of all potential duplicate profiles from the rows in your Excel spreadsheet. You will have the option to either override the existing duplicate profile, create a new profile, or skip the row in the Excel file completely. Click here for more details on the duplicate checker.
13. If you are satisfied with the data, then click the Step 2: Import button. NOTE: This cannot be undone! Once the profiles are imported, they can only be deleted manually, one at a time.
14. The import runs as an offline process, and you can continue working in WebLink while the import runs. When the import is complete, you will receive an email indicating the results of the import.