Account Batch Update

Introduction
Required Fields
Data Structure
Available Fields
Updating Company Accounts
Exporting Data for Update
Conducting an Account Batch Update
Account Batch Update Assistance

Introduction

You can use NeonCRM's Import Manager to overwrite or delete existing data - like email address or All Account custom fields - from the specified accounts. You can also add new transactions to existing accounts. 

Note, however, that you cannot change information on existing transactions with the Import Manager.

Required Fields

As noted in the Available Fields section of this guide, an account ID is required to perform an account batch update. These can be:

• NeonCRM account IDs. This works in all situations. 
• Account IDs from another database which you have previously used the Import Manager to bring into NeonCRM. 

Data Structure

When performing an account batch update, NeonCRM will overwrite existing account data with any data that appears on the imported spreadsheet. Importing blank cells will overwrite any existing information.

For example, if I were to use the following spreadsheet:

Neon would change the First Name on this account (see below) from "Gregory" to "Greg."

As such, we strongly recommend that you only include columns on your account batch update spreadsheet that you wish to update in NeonCRM. Account batch updates cannot be undone; deleting an account batch update from the Import Manager does NOT roll back the updates made to existing NeonCRM accounts.

Available Fields

Only certain fields are supported for update using the Import Manager. In addition to the fields below, account custom fields can be updated using the Import Manager.

† When batch updating individual accounts, you cannot modify the existing Company Name, Department, or Job Title fields, but you can add new company records:

• If the company name is blank on the individual account that is being updated, mapping Company Name, Department, or Job Title will add a new company record under the Employment History section of the individual account. This Company Name will be set as the current employer for the individual.
• If the company name is not blank on the individual account that is being updated or is linked to a company account as a current employee, mapping Company Name, Department, or Job Title will add a new company record under the Employment History section of the individual account, but it will not be set as the current employer. No changes will be made to the existing company information.

For more information about Employment History, see the Relationships guide here. 

Updating Company Accounts

Account batch update affects company accounts in the following ways:

• Company Name can be updated using account batch update for company accounts.
• If First Name and Last Name are included in the account batch update and the Names match an existing contact on the company account, no additional contact will be created on the company account.
• If First Name and Last Name are included in the account batch update and the Names do not match the primary company contact, an additional company contact will be created and will not be set as the primary contact.

Exporting Data for Update

The easiest way to get data for an account batch update is to run a report in NeonCRM. For example, let's say I want to add address data for accounts that are missing that information.

First, navigate to Reports > New Report > Communication and Mailing > All Accounts Report.

Using Search Criteria, search to find the accounts that you wish to batch update. The report below shows 4 NeonCRM accounts that don't have addresses. We recommend that you save this report of the accounts you're updating so that you can easily bring them up in a report later to make sure that your updates were made.

Then, export this report to a CSV file by selecting the CSV button. Note that the account IDs on this sheet reference the existing accounts in the NeonCRM system.

Enter the data that you wish to update for these accounts in your spreadsheet.

Save your updated file as a CSV file. You are now ready to conduct your batch update in NeonCRM.

Conducting an Account Batch Update

To begin the account batch update, navigate to Tools > Import Manager, then select New Import.

On the first screen, give your import a Title, then for Does your spreadsheet contain an Account ID column?, select Yes. Respond to whether the IDs are from NeonCRM. If they are not, select the previously-imported set of IDs. Click Save and Continue.

On the next page, ensure that the Accounts checkbox is checked, then click Save and Continue.

On the next screen, you will be asked to upload your spreadsheet. Select the appropriate options, then click Upload data.

On the next page, you will be asked to identify the Import Mapping that you wish to use. Import mapping tells Neon what fields your data should be imported to. You can either select a mapping that you have previously saved, or create a new mapping by clicking New Mapping.

On the next screen, you will be asked map your data from your spreadsheet to Neon. At the top of the screen, Neon will display a sample of your spreadsheet data. At the bottom of the screen, you can select the appropriate items from the drop-down Standard Field and Custom Field menus to map your data.

**Be sure to map the Account ID column to the Account ID Standard Field.**

Once you have completed your mapping, click Continue. On the next screen, Neon will map field values.

Verify that this mapping looks okay, then click Next.

On the next page, Neon will ask you if you want to save the mapping that you created in Import Column Mapping. Select Yes or No, then Import your data to continue.

Once your data has been successfully updated, Neon will give you a notification.

Account Batch Update Assistance

Assistance with troubleshooting account batch updates as well as formatting data for account batch updates is only provided via consultation. For more information and to fill out a form requesting a consultation, please visit our NeonCRM Consultation page here.

If you need to update account data that is not available via an account batch update, or you need to update transaction or other data, our Data Services team can provide an estimate for this work. More information on Data Services is available here.