How To Import Your Prepared Profile Data Into WebLink Connect

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.

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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.

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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.

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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.

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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.
    

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Comments

5 comments
  • Can you import individuals only without creating an organization?

  • Hi Amy, yes you sure can! Just don't fill in any of the organization columns. Check the checkbox "Individual Profile is the Member/Prospect" if you are setting the imported profiles as either a member or prospect, or if you want an affiliation code to be appended to the individual (as opposed to any organizations you may have for some rows).

  • Hi Lauren,

    How can I import individuals to existing organizations?

    Thank you

  • This is possible, but you will need to "touch" each row that has an existing organization to tell the system to use the existing org profile. In your Excel file, make sure you include the Organization name for each new individual, with either blank or current contact info for the organization. If you have multiple individuals from the same organization, that's fine, but be sure to include the organization info on each one of those rows.

    After validation, you'll see a list of all of the "duplicates" that the system has found, for all of your organizations. You'll need to go down that list and select the existing organization profile for each row, otherwise a duplicate organization profile will be imported.

    You can then run the import, and the individuals will be added to the existing organizations you've chosen to "override" in the import.

  • I exported our member data from WebLink to Excel. Changes to phone numbers, addresses, etc were made in Excel. Is it possible to upload the updated Excel file into WebLink and have the profiles in WebLink Profiles updated ?

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