AdvancEd_logo.jpg

 

 

 

Import Contacts into Address Book

You may maintain a database of contacts in addition to what is stored in the Accreditation Management System. Cvent allows you to bring your database files into the Cvent Address Book via Cvent's Import wizard. This feature saves the planner the effort of manually inputting contact information into Cvent individually.

 

Points to remember:

 

Best Practice: It is best to import as much information as you have because this information will prepopulate for your registrants, easing their registration experience. It also allows them the opportunity to update any information that may have changed (e.g. job promotion, change of address) and will automatically self-cleanse your database to ensure you have the most up to date information.

 

Submit the file for importing:

(Contacts > Import)

  1. Click on the Contacts tab right up at the top.

  2. Click on Import section on the top navigation bar to bring up the Contact Import Wizard.

importTab.jpg

  1. In Step 1 you will select What you would like to Import.

 

Note:  If you are using the Insert and Update and Update Only modes to update contact information in your address book, it is important to ensure that you do not import columns with blank data fields. Any blank data fields inside a column that are imported will override any existing information in the Cvent database for that contact's record.  If you are unsure, it is best to use the Do Not Import field for anything other than the email address.

  1. In Step 2 of the Import wizard, select how you want to match the existing contact records

     

Select either the Email Address or the Source ID (AdvancED uses the Email Address) to match existing contact records. Cvent will compare the contacts in the file being used to import the existing records based on Email address to determine if the contact is new or already exists in Cvent's address book.

 

Note: Each person must have a unique email address to be imported into the address book.

emailAddress.jpg

  1. In Step 3 of the Import wizard, select if you want to create a new contact group or update an existing group

contactGroup.jpg

  1. Click on the Next button at the bottom of the screen.
  2. Under the Step 4 of the Import wizard, select what file would you like imported into your address book

 

importAddressBook.jpg

  1. If you would like to see a sample import file with the default header names, you can download a sample file from this screen.

  1. The file must be in .txt format, and must contain a header row with the names of the fields that you want to import along with its data.

 

 

  1. The file will appear in the box to the left of the Browse button.

  2. Click the Next button at the bottom of the screen.

  3. If the file is not saved in the right format (text tab delimited) and is used in an import, you will see an error message

    as below.

importError.jpg

  1. Resave the file in .txt (text tab delimited format) and click on the Next button at the bottom of the screen.
  2. The system will check your headers against our field names, and prompt you to select which fields should be matched. Confirm the mappings of the import. Make sure all fields are matched to the appropriate Cvent field.

 

Note:  Do Not Import means the entire column will be skipped and not submitted for import.  Use this selection if you don't want to overwrite any contact information.

importMatch.jpg

  1. Click on the Next button to review the fields being submitted for import.

 

importConfirm.jpg

Import Confirmation:

The Import Selection confirmation page will show the fields selected on the previous page. If you need to make any changes to the target columns, click on the Previous button.

  1. Click on the Finish button to submit the file for import. After clicking Finish, you will see a confirmation screen that your Import has been uploaded. You can click on the Contact Report link to view the status and success of your import.

importUploaded.jpg

ImportDetails.jpg

Note:  All the contacts will be imported into the newly created contact group or updated within an existing contact group if you selected to append an existing contact group.

 

 

Reasons Why a Record can be skipped during Import

 

  1. Invalid Email Format

    User does not follow the email address rule for correct email address format (e.g. smith@abc.com format)

  2. Omitted Matching ID
    T
    he email address is missing from the import file for a contact.

  1. Duplicate email address in Import File [also called Load File]

Import file had two contacts with the same unique identifier. Which contact was skipped depends on the type of Import done. If the Import type is:

  1. Record Skipped (Not Applicable) - Import file record contains the same email address as in the address book

 

This topic was last updated on 04/15/2011