Preparing Account Data

Contents
Required Fields
Available Fields
Data Structure
Managing ID Numbers
Account Custom Fields
Households
Limitations
Import Template
Import Assistance

Required Fields

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

  • First Name - required for individual accounts
  • Last Name - required for individual accounts
  • IsCompany - required if importing both individual and organization accounts in the same spreadsheet
  • Organization Name - required for organization accounts

Available Fields

The following fields are available for account import 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
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 with both Ind and Org accounts. 1=Yes 0=No 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     1=Yes 0=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 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     1=Yes 0=No Checkbox Boolean  
Do Not Contact Has this account opted out of receiving emails or physical mailings? Yes     1=Yes 0=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.       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

Individual / Organization Type

Categorization of individuals and/or organizations  Foundation, Volunteer       Checkbox Text  

**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

**If you import "Household Name" 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.

Data Structure

Account data should be structured where each account is on a row and each column is a NeonCRM field:

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Managing ID Numbers

NeonCRM does not require an ID number when importing accounts. However, if you have exported your account data from another system, you may find that each account has an account ID number. This ID number can be useful for importing into NeonCRM, as it can allow you to import transaction data (such as donations, memberships, or event registrations) at a later time.

For example, in the screenshot below, Ida Smith was Account ID 101 in our previous database. If I import this account into NeonCRM and later wish to import donations from my previous system, Neon will appropriately add all donations affiliated with Account ID 101 to Ida Smith's NeonCRM account.

account_id_column.png

Note that NeonCRM does not retain ID numbers from your previous system. For example, while Ida Smith may have been ID 101 in your previous system, she could be ID 1234 in NeonCRM. NeonCRM assigns sequential ID numbers upon import.

Account Custom Fields

In addition to the standard fields listed in the Available Fields section of this guide, you can also import to account custom fields using the Import Manager. You cannot import to individual or organization custom fields using the Import ManagerMore information on how to manage and create account custom fields is available here.

Households

A note about importing household fields: you can import accounts with a "Household Name" or "Household Salutation", but be aware that doing so will result in the creation of a new household on each account for which you include these fields. 

The Import Manager does not create relationships between accounts. However, as noted in the Available Fields section of this guide, the Import Manager can build households that can then be used to link the accounts of spouses, children, and other people living in the same home.

Importing to Household Name or Household Salutation will populate those account fields and create a household on the imported account. It will also set that individual as the primary household contact. Once you have completed your import, you can add additional accounts to the household by following this guide.

Limitations

Certain types of data are not able to imported using the Import Manager. These include (but are not limited to):

  • Relationships - any links between accounts, including household, employment, and/or account relations
  • Individual- and organization-specific account custom fields
  • Activities, prospects, and grants
  • Secondary contacts
  • Volunteer data
  • Timesheet data
  • Seasonal addresses
  • More than two addresses

Import Template

A sample template for account import is available for download here.

Import Assistance

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.

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