NeonCRM Import Field Guide

Contents


Note: Assistance with troubleshooting imports as well as formatting data for import 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 the Import Manager limitations include data that you need to import, we can do a full custom import for you. For more information, please contact your account manager.

Import vs. Account Batch Update

Import refers to using the Import Manager to add new accounts to your NeonCRM system. Account Batch Update refers to using NeonCRM account IDs to update existing accounts in your NeonCRM system. This guide details the account fields that are available for import.

A different set of fields are supported when performing an account batch update. A list of the fields available for account batch update is here.

Import Templates

If you would like a sample data import template to work from, you can download a template for each type of data that you can import. These come with the required columns and most commonly used standard fields you would use for a first-time import. On the templates, the top row is the header row, which must be included in the imported spreadsheet. The blue row contains instructions, and the green rows are examples, which you should delete prior to import. Finally, these files are not formatted as CSV files. Prior to doing the import, you must convert your files to CSV.

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Common Mistakes in Formatting Data for Import

Problem Reason
Numbers that begin with "0" Excel sometimes shortens ZIP codes that begin with the number “Zero”. You might think to set the data type to “ZIP” code, but you’ll actually need to set this column’s type to “Text”.
Commas in your data

Remove all commas from your data. Commas can cause formatting errors during the import process. If you need to have a comma appear as text, you can place quotations around it to indicate that.

Full (first and last together) name as a single field NeonCRM has separate fields for first and last names. If your current data has them together as one field, you must split them before importing.
"IsCompany" column not populated when importing organization and individual accounts together You are required to answer "yes" or "no" in an "Is Company" column for each row of your spreadsheet when importing individual and organization accounts together, so that the correct type is assigned to each of your new accounts.
Invalid file format NeonCRM currently only supports .CSV files for import.
Negative Numbers or $0 Amounts

NeonCRM does not handle negative numeric values. You cannot import any numeric value that is less than 0. Donation amounts must be greater than 0.

Incorrect date field formatting Any date field must follow the MM/DD/YYYY or MM-DD-YYYY format. Excel tends to reformat dates automatically to M/D/YY or M/D/YYYY, so be sure to examine your date fields carefully.
Forgetting required fields Make sure that you have included columns for all of the required fields for the type of data you are trying to import.
Blank required fields Make sure there are no blank values in a required field. You cannot import blank cells for any required fields (e.g., First and Last Name, Donation Amount, etc.).
Multiple Tabs Make sure your .CSV file does not have multiple tabs.
Values not configured in NeonCRM Certain field values must be configured in your system before import (e.g., Campaign, Fund, Purpose).

Supported Standard Fields

This guide includes a list of the standard fields that can be imported via the Import Manager. Supported import columns can be mapped to a standard field during the mapping phase of the import process, as shown in the example below.

Account Standard Fields

These are the Neon fields available when importing new accounts to NeonCRM.

Field Name Explanation Example Configure in NeonCRM before importing? Required for Importing? Required Values? Field Selection Type Type of Data Max Characters
First Name First name Bill   Yes, for individual accounts   Free-entry Text 30
Last Name Last name Smith   Yes, for individual accounts   Free-entry Text 30
Is Company Is this account an organizational account? Yes   Required for imports containing both Individual and Organization accounts. Yes=1, No=0 Hidden Boolean  
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
Created By Name of the person who created the account. Staff name       Free-Entry Text 25
Created Date The time and date the account was created. 01/01/2001       Date Text  
Deceased Is this person deceased? Yes     y=Yes, n=No Checkbox Boolean  
Department Which department of their company do they belong to? Marketing       Free-entry Text 60
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       Drop-down Text 20
Gender Gender Female Yes     Drop-down Text 15
Job Title What is their job title in their organization? Executive Director       Free-entry Text 100
Last Updated By Who was the last person to modify this account information? John Doe       Free-Entry Text 25
Last Updated Time When was the last time this account information was modified? 01/01/2010       Date Date  
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     y=Yes, n=No Checkbox Boolean  
Do Not Contact Has this account opted out of receiving emails or physical mailings? Yes     y=Yes, n=No Checkbox Boolean  
Organization Name The name of the organization this account works for The Example Charity   Yes, for organization accounts   Free-entry Text 200
Phone1 Primary phone number. 555-555-5545       Free-entry Text 20
Phone1 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
Phone1 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
Phone1 Type Determines whether the primary phone number is someone's home, mobile, or business number. Home     Home, Business, Mobile Drop-down Text 20
Phone2 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
Phone2 Type Determines whether the secondary phone number is someone's home, mobile, or business number. Home     Home, Business, Mobile Drop-down 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
Phone3 Type Determines whether the primary phone number is someone's home, mobile, or business number. Home     Home, Business, Mobile Drop-down 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.       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       Drop-down Text 100
State State, for US or Canadian addresses. Rhode Island       Drop-down Text  
Suffix A suffix for a name. Jr.       Free-entry 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

Household Name

How you want to address this household on a mailing label. Lemon Family       Free-entry Text 200
Household Salutation How you want to greet this household in a letter. Mr. and Mrs. Lemon       Free-entry Text 200
Ind/Org Type Categorization of individuals and/or organizations Foundation, Volunteer       Checkbox Text  

If you import "Household Name" and/or "Household Salutation", Neon will populate those account fields and will also create a household on that account and set that individual as the primary household contact. You cannot add individuals to households via self import, you have to do that manually after the household is created. For this reason, we suggest you only populate the Household Name/Salutation fields for the individual you wish to designate as the primary household contact. You can then add contacts to that household after the import. Learn how to add household contacts here.

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Donation Standard Fields

Field Name Explanation Example Configure in NeonCRM before importing? Required for Importing? Required Values? Field Selection Type Type of Data Max Characters
Amount Donation amount 200.50   Yes Positive number Free-entry Text 100
Batch Number The number of the batch to which the donation belongs (usually only applies to batches entered through the NeonCRM system itself)         Free-entry Text 100
Campaign Campaign   Yes     Drop-down Text 100
Check # The number on the check used in a donation of Check tender.         Free-entry Text 100
Donation Date Date of the donation. 01/01/2010   Yes   Date Date  
Donation Status Status of the donation (whether or not the transaction was successful) Succeed     Succeed, Pending, Declined, Cancelled, Deferred Drop-down Text 100
Donation Type Is this a donation or a pledge? Donation   Yes Donation, Pledge Drop-down Text 100
Donor Note Any note about the donation provided by the donor.         Free-entry Text 100
Donor Name "From" name provided by the donor. This populates the "Donor Name" field in NeonCRM. The Team       Free-entry Text 100
Fund Fund   Yes     Drop-down Text 100
Honor Memory Person Name Name of the person this donation was made in Honor/Memory of. Harold Example       Free-entry Text 100
Honor Memory Type Is this an Honor donation or a Memorial donation? Honor     Honor, Memory Drop-down Text 100
Tender Type Tender type was used for this transaction Cash Yes     Drop-down Text 100
Purpose Purpose   Yes     Drop-down Text 100
Source What is the Source of the donation? Community Event Yes     Drop-down Text 100

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Membership Standard Fields

Field Name Explanation Example Configure in NeonCRM before importing? Required for importing? Required Values? Field Selection Type Type of Data Max Characters
Check # Check Number 101       Free-entry Text 100
Cost Membership Fee Amount Paid     Yes   Free-entry Text 100
Term End Date Date that membership expires 01/01/2010   No, if blank will default to 1 year from start date.   Date Date  
Membership Level Membership Level     Yes   Drop-down Text 100
Enrollment Type Is this a join (first-time enrollment) or a renewal?       Join, Renew Drop-down Text 100
Membership Registration Status Status of the transaction (successful, unsuccessful) Succeed     Succeed, Pending, Declined, Cancelled, Deferred Drop-down Text 100
Tender Type Tender type used for this transaction Cash Yes     Drop-down Text 100
Source What is the Source of the membership? Community Event       Drop-down Text 100
Term Start Date Date that memberships goes into effect 01/01/2010   Yes   Date Date  
Transaction Date Date that membership was purchased 01/01/2010   Yes   Date Date  

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Event Registration Standard Fields

Field Name Explanation Example Configure in NeonCRM before importing? Required for Importing? Required Values? Field Selection Type Type of Data Max Characters
Attended Did the person who registered for the event attend it?       y=Yes, n=No Checkbox Boolean 1
Check # Check Number 101       Free-entry Text 100
Cost Event Registration Fee amount paid 150.00 Yes Yes   Free-entry Text 100
End Date End date of the event         Date Date  
Event Name Name of the Event     Yes   Free-entry Text 100
Event Note Staff note on the event registration         Free-entry Text 100
Event Registration Status Status of the transaction (successful, unsuccessful) Succeed     Succeed, Pending, Declined, Cancelled, Deferred Drop-down Text 100
Tender Type Tender type used for this transaction Cash Yes     Drop-down Text 100
Registration Date Date they registered for the event 01/01/2010   Yes   Date Date  
Source What is the Source of the event registration? Web       Drop-down Text 100
Start Date Start date of the event 01/01/2010 Yes     Date Date  

Supported Custom Fields

In addition to the standard fields noted above, the following custom fields can also be imported using the Import Manager:

  • Account custom fields
  • Donation custom fields
  • Membership custom fields

Custom fields must be created in NeonCRM prior to import. More information about creating and configuring custom fields is available here.

Supported import columns can be mapped to a custom field during the mapping phase of the import process, as shown in the example below.


Related Guides

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The following templates are provided as a resource, but they are not inclusive of all fields available to import. If additional fields, including custom fields, need to be imported, additional columns can be added to the spreadsheet. In addition, not all columns that are listed must be used. Columns that are required for the import are marked as such. On the templates, the top row is the header row, which must be included in the imported spreadsheet. The blue row contains instructions, and the green rows are examples, which you should delete prior to import. Finally, these files are not formatted as CSV files. Prior to doing the import, you must convert your files to CSV.


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