During the import process, the data is checked and validated, reducing the number of duplicate records and data entry errors. Importing saves you time, and it allows your staff to work smarter and more efficiently. For more on importing data, visit the Importing Records article.
When you import donations, packages and patrons, the system will generate an exception file for any records that could not be imported. In addition to seeing the number of records that failed to import due to errors, ReadySetAuction will automatically produce a file to show which records weren't imported and why. Here's how to identify failed records and correct them for import:
Identifying and Correcting Failed Records after Importing
Once you have completed your import, analyze the results of the process directly on the screen You'll see the numbers indicated in each of the colored sections correspond to the number of records that were imported, did not import because they were duplicate records, or failed to import altogether:
- Green - these records successfully imported into your ReadySetAuction system.
- Yellow - these records were marked as duplicates; the email address for this record already exists in your system.
- Red - these records failed to import.
Using the exception file, you can make corrections and repeat the import process quickly and easily. Here's how:
- Click the button in the red section to download the exception file to your computer.
- Locate the file on your computer and open it.
- Depending on your preferred spreadsheet program, you file will look something like this:
- The first column in the spreadsheet will indicate the nature of the error within the record. This could mean missing information in a required field, or validation errors such as a record being marked as a business AND a bidder (see Bidder Import, Patron Import, Package Import, Donor Import, or Donation Import Guidelines for tips and best practices).
- Locate the appropriate field containing the error and make the necessary correction.
- Once you have completed this process for each line, delete the first column containing the error information. You now have a file ready of corrected records that is ready to import.
- Save and close the file, and follow the steps for Importing Records.
Reasons an Import Might Fail
First, be sure to review the Import Guidelines that are available in this Help Desk; using those guidelines will help limit the number of records that fail to import. Common reasons why a donor or bidder record fails to import might be:
- the record's email address is not unique. In ReadySetAuction, each record must have its own distinct email address.
- the record's email address contains a comma, apostrophe, quotation marks or spaces. This is usually the result of a typo in your .csv file.
- the record's email address exceeds the maximum length of 50 characters. That is quite an email address, but I bet it limits the junk mail!
- the record's first name field exceeds the maximum length of 30 characters. This is a rarity, and it may be that the first and last name were mistakenly entered int he same field in your .csv file.
- the record's last name field exceeds the maximum length of 30 characters. Again, a rarity, but if you have guest with a really long last name like this, cut it off after 30 characters and make a note on the record to adjust it when you send out any communications.
- the record's zip code starts with a zero (0) and the zero was dropped. Thanks a lot, New Jersey! Just kidding, but a .csv file sometimes will treat zip codes like whole numbers, and that means the zero gets dropped. Change the cell format to text, and that should solve the problem.
- the record's company name field exceeds the maximum length of 50 characters. Again, you will want to cut this at 50 characters, then make a note that any communication will need to be adjusted.