Import Tips

As you use ContactDrive more frequently, undoubtedly you'll be exporting and importing data for various reasons. Sometimes you want a good, old fashioned printout. Sometimes you get a list of contacts from an event, a mailer, or a new organization. No matter the reason, you'll want your import to run smoothly and as expected. Below are a few tips to ensure that's the end result:

1. Your import file is in a .csv format. ContactDrive doesn't work with Excel XLSX, Google Sheets, Numbers, Tabular, or manila file folders.
2. Double check that your file has a header row with the title for each column, and that header row is in the first row of your CSV file. Each column must have a title in a Title Row. Empty column titles are a no-no. ContactDrive looks to the first row for the type of information contained in that column and behaves accordingly.
3. Just as empty column titles are a no-no, blank columns or blank rows between data are also a non-starter, as they can potentially break an import. In short, every title and row needs to have some type of data in it, even if it's only in one cell.
4. ContactDrive will do its level best to clean up formatting issues with your data on import, but to ensure your data is loaded the way you expect it, any cleanup beforehand is helpful. Watch for inconsistent date formatting (e.g, 17-May versus 05/17/2024) or phone numbers with periods instead of dashes. Phone numbers are read as numbers from your workspace's country unless they start with a + and a country code, so a number from another country is safest written that way (for example +44 for the United Kingdom). A number ContactDrive can't make sense of is still imported exactly as written, and a number that's already on a contact in a different format is recognized as the same number.
5. Please don't include addresses as a single column. Separate out each address part (street, street2, city, state, ZIP code, county, country, etc). Not all address parts are required. You can even include legislative districts as a custom field, just make sure they’re in their own column. If your contacts live in more than one country, include a country column too; see the section on addresses outside the United States below.
6. Verify that the only items that are in each cell are what should be there. Keep notes in a column for "Notes," nicknames separate from first name, etc. An example of what NOT to do is putting “Robert (Bob)” as the first name. If this happens, your contact will likely get an email "Dear Robert (Bob)" and no one wants that.
7. Ensure that all your data is in the correct column. This happens a lot with workplace information where Employer is listed as the Occupation, or vice versa.
8. When importing donation data, take note that when a business or organization makes a donation, the organization name should go in the last name field.
9. Ensure all emails are actual email addresses. Putting things like “use gmail” or “not applicable” or even “do not email” will not be imported. Be sure email addresses are spelled correctly, too. You wouldn’t believe how many people forget the “dot” in gmail.com, or add in an extra letter.
10. To connect a business donation with the individual contact, create the organization separate from the individual, then set a relationship linking them within ContactDrive. One other method is to list the individual’s name in a Notes column.

Importing addresses outside the United States

ContactDrive reads each address in the light of its country, so a little care with the country and region columns goes a long way.

• Rows with no country take your workspace's country. In an Australian workspace, an address with no country is treated as Australian; in a United States workspace, as American. Your workspace's country is set by an admin; see Setting Your Workspace Country and Locale.
• Country names are tidied up for you. "Australia", "United States", "USA" and the like are all recognized and stored as the same country, so you don't need to standardize them first.
• Australian states and territories are recognized whether you write them out in full ("New South Wales") or as their usual abbreviation ("NSW").
• State values ContactDrive doesn't recognize are kept, not thrown away, so a province or region from another country comes through as you wrote it.
• Suburb headers work. Besides City, a column titled Suburb, Address Suburb, Mailing Suburb, Suburb/Town or Town/City goes into the address's suburb or city, and a column titled State/Territory or State or Territory goes into its state.
• Leading zeros lost to Excel are restored. Excel often turns an Australian postcode such as 0800 into 800. ContactDrive puts the zero back on a three-digit Australian postcode.
• The field mapper speaks your country's language. In an Australian workspace, the import mapper lists the address fields as Suburb, State or territory, Postcode and Local government area, so you can match your columns by the names you use. Mappings you saved before keep working.
• A row with only a country doesn't create an address. If the street, city, state and postcode columns are all empty, the contact is imported without an address rather than with an empty one that says only "Australia".

NOTE: Depending on the size of the import, it can take a while for an import to finish running. Please do not re-run an import.

To check on the status of file imports (and exports), check out the file log by going to the Contacts page, then click the down arrow next to Add Contact, and View File History button.

It may seem tedious going through these steps, but taking the time to make sure your data is clean going IN to ContactDrive, will help you build better relationships and engage your contacts more effectively.