Overview

As Sections grow in size, the ability to manually change hundreds of Place's information at once becomes more difficult. The Import feature allows users to easily add or update information for any number of Places within a Section. 


Importing Data into a Section

The Import action to allow users to update Sections from an existing spreadsheet. During the import process, Eventene matches the Places in the Section with the spreadsheet and updates their information. Any new Places are automatically added to the Section.


For security purposes, the Import action is restricted to Admin Users within the Organization and is only visible on Main Sections, not Subsections. The Import action appears in the Actions menu on the Places tab of a Main Section.




Selecting "Import Places" starts a 3-step process


Step 1 - Select the data source

Selecting "Import Places" opens the Import Places side panel. Here the user will choose the parameters for updating the selected Section.



Upload a CSV File

When the user chooses "Upload a CSV File", the following options are available

  • CSV Separator
    • A dropdown control allowing the user to choose the CSV separator character in their CSV file
    • The choices are 1) comma (","), selected by default, 2) semicolon (";"), and 3) Tab
  • My data contains a header row
    • CSV files typically contain a header row to describe the contents of each of the columns
    • This option is checked by default, but may be removed if the data does not contain a header row.
  • Upload CSV
    • The user clicks this button to locate the CSV file from which Eventene will import the new data


Once the CSV file is selected, the user presses the "Import" button to proceed to Step 2


Paste from Clipboard

When the user chooses "Paste from Clipboard", the following options are available

  • CSV Separator
    • A dropdown control allowing the user to choose the CSV separator character in their CSV file
    • The choices are 1) comma (","), selected by default, 2) semicolon (";"), and 3) Tab
  • My data contains a header row
    • CSV files typically contain a header row to describe the contents of each of the columns
    • This option is checked by default, but may be removed if the data does not contain a header row.
  • Data Input box
    • The user pastes in their data into the data input box, as shown in the following screenshot.



Once the data is pasted in, the user may press the "Import" button to proceed.


Step 2 - Match the Data Fields and Select the Unique ID field

Next, the user will determine which Fields from the imported data to map to the Fields in the existing Section.



Mapping the Fields

  • For each Field name in the Imported data, the user can select the Existing Field in the Section.
  • Eventene will automatically select the Existing Fields for any Field names that it recognizes.
  • Users may skip a Field by unchecking the green checkmark next to it.


Select the Unique ID field

  • In order to map specific items from the Importing data to the corresponding items in the existing Section, Eventene requires each list to contain a matching "Unique ID" Field, often referred to as a "key" field. 
  • Users can select any Field to serve as the "Unique ID", including a company ID field, but the Field must contain unique values. If the Imported data includes the EVENTENE_ID field, included with the new Backup action, that special Field will be automatically selected, as shown in the screenshot above.
  • If any of the Field values in the existing Section are duplicated, Eventene will display an error and the Import process will abort.
  • If any of the Field values in the importing data are duplicated, Eventene will process them in order, using the Field values of the last occurrence to replace the values in the corresponding item in the existing Section.
  • Examples of key fields that contain unique values are email addresses, phone numbers, company IDs, and other forms of unique identification.

Step 3 - Data Import and Conversion

The final step is the actual data import and conversion that begins when the user presses the "Confirm" button in Step 2. Eventene processes each data item in the imported data set, converting the text value to the proper data type in the existing Field. 


The following chart describes the conversion process for each Field Type.


Field TypeConversion NotesSample CSV data
TextNo change"Chris Smith"
EmailNo changecsmith@example.com
NumberConvert text to whole or decimal number8.2
Yes/NoConvert "y", "yes", "n" or "no" (ignoring case)yes
True/FalseConvert "t", "true", "f" or "false" (ignoring case)false
Single ChoiceReplaces old value with new one"Light Green"
Multiple ChoiceSeparate values with the pipe character ("|"). Replaces all old values with the new ones."Red|Dark Blue|Green"
Rank ChoicePlacement determines rank ordering. Separate values with the pipe character ("|"). Replaces all old values with the new ones."Pancakes|French Toast|Eggs"
Date & TimeConvert date and/or time values assuming local timezone"4/19/2019 7:45 pm"
CommentNo change"The quick brown fox jumps."
PhoneTrim leading and ending spaces. Supports international formats.310-555-1212
AddressAddress Field contains 6 values: Street1, Street2, City, State, Postal Code, Country. Separate values with the pipe character ("|"). Valid address must contain 5 pipes, even if empty."1234 Main Street|Apt. F|Santa Monica|CA|90405"


Other conversion notes

  • Appending Places to the Section
    • If Eventene cannot match a Person in the Importing data with an item in the existing Section using the Unique ID field, then Eventene will add the Person to the Section
  • Values in Single Choice
    • It is important for users to verify that all importing values for Single Choice fields are included in its list of Choices
    • If Eventene encounters a value that is not listed in an existing Field's list of Choices, Eventene will replace the existing value with a blank
  • Multiple Choice and Rank Choice
    • It is important for users to verify that all importing values for Multiple Choice and Rank Choice fields are included in its list of Choices
    • If Eventene encounters a value that is not listed in an existing Field's list of Choices, Eventene will accept the value as an extra, but will not update the Choices list. It will then be up to the user to add any additional extra Fields to the list of Choices.