Account Batch Update

Contents

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

Introduction

You can use NeonCRM's Import Manager function to update certain types of account data on existing NeonCRM accounts. You can perform a batch update to overwrite or delete existing data from the specified accounts.

Note that this feature is only available for updating accounts, NOT transactions (donations, memberships, and/or event registrations).

Required Fields

As noted in the Available Fields section of this guide, the following fields are required when updating account data:

  • NeonCRM Account ID - NeonCRM can only update accounts if the spreadsheet contains a NeonCRM account ID number. It cannot update existing accounts using ID numbers from another system, or no ID numbers.

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 account ID 138800 (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.

Field Name Explanation Example Configure in NeonCRM before importing? Required for Importing? Required Values? Field Selection Type Type of Data Max Characters
Account ID Neon account ID number 123   Yes        
First Name First name Bill       Free-entry Text 30
Last Name Last name Smith       Free-entry Text 30
Account Sticky Note A note about an account. Appears in NeonCRM as an Account Sticky Note. I had a nice conversation with this account on the phone. He likes fishing.       Free-entry Text  
Address 1 First line of somebody's address. 534 Main Street       Free-entry Text 64
Address 2 Second line of somebody's address. Commonly used for mailbox numbers and Unit numbers. Apt #4       Free-entry Text 64
Address 3 Third line of somebody's address. Not often used. 3rd Floor       Free-entry Text 64
Address 4 Fourth line of somebody's address. Not often used.         Free-entry Text 64
Address Type Which type of address is recorded? Home, Business, School     Home, Business, School Drop-down Text 50
City City Name Chicago       Free-entry Text 50
Country Country Name United States       Drop-down Text  
County County Name Cook       Free-entry Text 50
Deceased Is this person deceased? Yes     1=Yes 0=No Check Box Boolean  
DOB Date of birth. Must be in MM/DD/YYYY or MM-DD-YYYY format. 01/01/2011       Date Date 15
Email 1 Email address. steve@example.com       Free-entry Text 80
Email 2 Secondary email address. steve@secondexample.net       Free-entry Text 80
Email 3 Third email address. steve3@thirdexample.net       Free-entry Text 80
Fax Fax number. 555-555-5545       Free-entry Text 20
Fax Area Fax area code. Use this if you want to be able to run reports on area code information separately. 555       Free-entry Text 10
Fax Number Fax number, without the area code. Use this if you want to be able to run reports on area code information separately. 555-5545       Free-entry Text 20
Fax Type Type of fax number. Home, Work Yes     Drop-down Text 20
Gender Gender Female Yes     Drop-down Text 15
Ind/Org Type Categorization of individuals and/or organizations. Foundation, Volunteer       Check Box Text  
IsPrimaryAddress Indication of if the address that you are importing / updating should be the primary address for the account. Yes     1=Yes 0=No Check Box Boolean  
Job Title What is their job title in their organization? Executive Director       Free-entry Text 100
Login Name The login name for this account to use to log in to the NeonCRM front-end system. exampleloginname       Free-entry Text 25
Login Password The password for this account to use to log in to the NeonCRM front-end system. examplepassword       Free-entry Text 25
Middle Name Middle Name Clifton       Free-entry Text 20
Email Opt-Out Has this account opted out of receiving emails? Yes     1=Yes 0=No Check Box Boolean  
Do Not Contact Has this account opted out of receiving emails or physical mailings? Yes     1=Yes 0=No Check Box Boolean  
Organization Name† Name of Organization / Company / Employer ABC Foundation       Free-entry Text 200
Phone 1 Primary phone number. 555-555-5545       Free-entry Text 20
Phone 1 Area Primary phone number's area code. Use this if you want to be able to run reports on area code information separately. 555       Free-entry Text 10
Phone 1 Number Primary phone number without area code. Use this if you want to be able to run reports on area code information separately. 555-5545       Free-entry Text 20
Phone 2 Secondary phone number 555-555-5545       Free-entry Text 20
Phone2 Area Secondary phone number's area code. Use this if you want to be able to run reports on area code information separately. 555       Free-entry Text 10
Phone2 Number Secondary phone number without area code. Use this if you want to be able to run reports on area code information separately. 555-5545       Free-entry Text 20
Phone3 Third phone number 555-555-5545       Free-entry Text 20
Phone3 Area Third phone number's area code. Use this if you want to be able to run reports on area code information separately. 555       Free-entry Text 10
Phone3 Number Third phone number without area code. Use this if you want to be able to run reports on area code information separately. 555-5545       Free-entry Text 20
Preferred Name The name this account prefers to use: e.g., "Bill" instead of William. This field can also be used to include additional contacts' names in a usable field for emails and letters: e.g., "Bill and Marcia" or "Bill Smith and Marcia Jones". Bill       Free-entry Text 200
Prefix A prefix or title to a name. Dr. Yes     Drop-down Text 20
Province Province. Use instead of State if the address is outside the United States or Canada. Lapland (Finland)       Free-entry Text 50
Salutation The Primary Contact's name as it would appear in the addressee line of a letter.         Free-entry Text 50
Source What is the Source of the account? Community Event            
State State, for US or Canadian addresses. Rhode Island       Drop-down Text  
Suffix A suffix for a name. Jr. Yes     Drop-down Text 20
URL A website to associate with an account. www.mywebpage.com       Free-entry Text 80
Zip ZIP code 60661-4205       Free-entry Text 10

† When batch updating individual accounts, you cannot modify the existing Organization Name field, but you can add new company records:

  • If the company name is blank on the individual account that is being updated, mapping Organization Name will add a new company record under the Employment History section of the individual account. This Organization 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 an organization account as a current employee, mapping Organization Name 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. Click here to return to Supported Fields.

Updating Organization Accounts

Account batch update affects organization accounts in the following ways:

  • Organization Name cannot be updated using account batch update for organization accounts.
  • If First Name and Last Name are included in the account batch update and the Names match an existing contact on the organization account, no additional contact will be created on the organization account.
  • If First Name and Last Name are included in the account batch update and the Names do not match the primary organization contact, an additional organization 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 tab > 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 Account tab > 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. On the next option, Are these account ID numbers from NeonCRM?, select Yes. 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.

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