Importing Records

Importing patron and item records allows you to move information quickly into your auction database using a .csv file. 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.

Before importing data, review the Import Guideline articles to make sure your .csv file contains the correct fields and is populated correctly to prevent errors. Here's how to import existing .csv files into your ReadySetAuction system:

Importing Records

Your starting point for importing depends on the record type. See the corresponding instructions below for importing people or importing items.

Importing People - Patrons, Donors and Bidders

  1. To import people, regardless of whether they are donors, sponsors or bidders, navigate to the Patrons tab.
  2. Select the Everyone tab from the menu on the right side of the screen.
  3. Choose the Import tab at the top of the Everyone grid.
  4. Click the Choose File button in the Locate CSV field.
  5. Determine if the file you are importing contains a header row and check or uncheck the box next to "This File Contains a Header Row" as appropriate.
  6. This is an important step, as if no header row is identified, you will have to match the fields in your data file to the ReadySetAuction fields manually.
  7. Click the Upload File button.
  8. Review the next screen to ensure that all of the header fields are matched to a ReadySetAuction system field.
  9. Use the dropdown arrow on the right side of the field to choose fields.

    Best Practice: the fields in the dropdown should be the column headers in your .csv file.

  10. After you have completed your review, click the Import Patrons button at the bottom left of the Import Review grid.
  11. The results of your import will appear in green, yellow or red boxes on your screen.
  12. After you have completed the import process, an exception file is automatically generated for any records that failed to import. You can access this file by clicking the button in the red section of the screen to download it.

To learn how to use the exception file to identify and correct these records, visit Identifying and Correcting Failed Imports Using the Exception File.

Importing Items - Donations and Packages

  1. For Donations or Packages, navigate to the Items tab in the Main Navigation.
  2. Select the correct tab from the side menu, Donations or Packages.
  3. Click the Import tab within the Donation/ Package grid.
  4. Click the Choose File button in the Locate CSV field.
  5. Determine if the file you are importing contains a header row and check or uncheck the box next to "This File Contains a Header Row" as appropriate.
  6. This is an important step, as if no header row is identified, you will have to match the fields in your data file to the ReadySetAuction fields manually.
  7. Click the Upload File button.
  8. Review the next screen to ensure that all of the header fields are matched to a ReadySetAuction system field.
  9. Use the dropdown arrow on the right side of the field to choose fields.

    Best Practice: the fields in the dropdown should be the column headers in your .csv file.

  10. After you have completed your review, click the Import button at the bottom left of the Import Review grid.
  11. The results of your import will appear in green, yellow or red boxes on your screen.
  12. After you have completed the import process, an exception file is automatically generated for any records that failed to import. You can access this file by clicking the button in the red section of the screen to download it.

To learn how to use the exception file to identify and correct these records, visit our article on Identifying and Correcting Failed Imports Using the Exception File.

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