Import Data

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Introduction

The data import tool imports information into infoodle from a Comma Separated (CSV) format file. CSV files are typically produced when saving the spreadsheet data with the Save As... option.

Note

Your User Role will need the Access Import Tool Role permission to use the import feature.

The Import System can be found through the infoodle Administration | Data Import menu option.

Currently, there are seven types of Data Import that can be imported using this tool:

  1. Person Import: Used to Create new contacts and/or update existing contacts

  2. Note Import: Used to bulk upload notes to Existing Contact records in infoodle

  3. Event Import: Used to Bulk create new Events in the infoodle Events Calendar

The infoodle Events Package is required to use this function.

  1. [Importing Connections:](/v1/docs/import-data#group-import-overview) Used to bulk create Pledges (the link takes you to a new page)

  2. [Importing Groups:](/v1/docs/import-data#group-import-overview) Used to bulk create Pledges (the link takes you to a new page)

  3. [Importing Pledges:](/v1/docs/import-data#pledges-import-overview) Used to bulk create Pledges (the link takes you to a new page)

The infoodle Finance Package is required to use this function.

  1. Importing Gift Aid Approvals (UK only): Used to bulk add Gift Aid approval dates and associated notes (the link takes you to a new page)

The infoodle Gift Aid Package is required to use this function.

Person Import Overview

A person import is used when you want to create or update contact records in infoodle and would be the most common type of import for new clients loading data, or existing clients making bulk data additions and changes.

These imports are used to load individual people contacts and data as well as creating or updating contacts for non-person entities such as Business/Organisations, Trusts, or even Grants etc.

Non-Person Contacts in infoodle are referred to as Organisation Contacts.

See What is an organisation contact for more details.

Person Import Data

This data should be One Row per Person/Contact, and One Column per Data Field.

The Person import can be used to load/update the following forms of data for a contact:

  • Contact Details such as Names, Phone numbers, Email Addresses
  • Individual Person data such as Gender, Date of Birth, Marital Status
  • Data for Households/Organisations such as Addresses, Organisation/Household name and Phone number or other details such as a Family Memberships etc,
  • Group Membership and structure (e.g. Mailing lists, Region Groups, Staff Groups)
  • Group Custom field data (Requires at least 1 Group either in infoodle, or in the Data)
  • Simple Notes Data loaded aginst either a single Contact (Person Note) or against all People in an Organisation/Household.

See our Default Data Fields page for a list of the standard fields available for new sites.
For information about creating your own Custom Fields see About Custom Fields

Note Import Overview

A note import is used when you want to bulk upload Notes to existing contact records.
While you can load notes during a People Import, the Note Import format gives you greater control over the configuration of the Notes Data being loaded.

Please Note:

This import can only load Notes against existing contacts in your infoodle database.
You cannot create new contacts using this import method.

This type of import is useful for situations where you may have Historic Note information that needs to be loaded, which would be loaded after the initial import of contact data.

It is also useful if you need to bulk add notes to existing contacts, such as:

  1. Use an infoodle Report to list specific people, and download as a CSV spreadsheet file
  2. Add the required Note information to this file
  3. Use a Note import to Bulk load these notes to the infoodle contacts

Note import Data

This data should be One Row per Note, and One Column per Note Data Field
The Note import can be used to load the following data for Notes:

  1. "Note Added to" Information:
  • The Infoodle Unique ID for the Contact the note will be added to
  1. Note Settings:
  • Date saved
  • Note type
  • Colour Code
  • Note Content
  • Note Visible to (me; group; anyone)
  • Note Visible to Group (Group Name)
  1. "Note added By" information
  • The Infoodle Unique ID for the User the note was created by

Event Import Overview

An Event import is a Specific type of import that is used to create or update events on the infoodle events calendar. As such, this requires that the infoodle Events Package be enabled for your site, as well as Specific Event Data fields provided.

Note:

For more information on how Events are created in infoodle see Adding an Event

Event import Data

This data should be One Row per Event, and One Column per Event Data Field
The Event import can be used to load the following data for Events:

  1. Event Details:
  • Event Title
  • Event Colour Code
  • Event Status (Confirmed; Planned but not confirmed; Suggested; Cancelled)
  • Visible on Internet (Yes/No)
  • Description
  • Link to Web Page
  • Public Title
  1. Event Date & Time details:
    Date and time Data must be a valid Datetime Format.
    One Example is "DD/MM/YYYY hh:mm:ss" (09-03-2023 14:45:00)
  • Room Setup Start Datetime
  • Event Start Datetime
  • Event End Datetime
  • Room Packdown Complete Datetime
  • All Day Event (Yes/No)
  1. Event Created By Details
  • The Infoodle Unique ID for the User that is Responsible for the Event

Connections Import Overview

A Connection import is used to create or update infoodle Connections. Connections are used to create relationships between one contact and any number of contacts in your infoodle. To use this feature you will first need to have created at least one Lookup Custom Field with a Lookup List that contains the relationships used when descripting the connection.

Note:

For more information on how Connections are created in infoodle see Configuring Connections

Connections import Data

This data should be One Row per Event, and One Column per Event Data Field
The Event import can be used to load the following data for Events:

  1. Connections Details:
  • Person 1 Unique ID
  • Person 1 Relationship Label (from existing lookup list options)
  • Person 2 Unique ID
  • Person 2 Relationship Label (from existing lookup list options)

Groups Import Overview

The Group import is used to create or update groups..

Note:

For more information on how Groups are created in infoodle see Groups

Groups import Data

This data should be One Row per Group, and One Column per Group Data Field.

The Group import can be used to load the following data:

Groups Details:

  • Group Name
  • Group Type
  • Purpose
  • Hibernation (date)
  • Expiration (date)
  • Can Have Tasks Assigned (Yes/No)
  • Can See Content (Yes/No)
  • Only Editable By Admin (Yes/No)

Pledges Import Overview

The Pledges import is used to create or update pledges for specific contacts. As such, this requires that the infoodle Finance Package be enabled for your site.

Note:

For more information on how Pledges are created in infoodle see Adding a pledge

Pledges import Data

This data should be One Row per Pledge, and One Column per Data Field.

The Pledge import can be used to load the following data:

Pledge Details:

  • Person Unique ID
  • Date Start
  • Date End
  • Amount
  • Pledge Note
  • Campaign
  • Frequency
  • Payment Method
  • Pledge Drive

Gift Aid Approvals Import Overview

An Gift Aid Approvals import is used to bulk update or add various approval related dates, and an associated note, to your contacts so that you can claim Gift Aid based on their donations.

Note:

For more information on Gift Aid in general, see: Gift Aid (UK only)

Gift Aid Approvals import Data

This data should be One Row per Event, and One Column per Data Field.

The Gift Aid Approvals import can be used to load the following data:

  1. Mandatory Data:
  • Person Unique ID
  • Date Received
  1. Optional Data:
  • Approved From
  • Approved Until
  • Historic Date
  • Available Offline
  • Note
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