You can import data into CC NonProfit 2 from many different sources, including the previous versions of CC NonProfit, an Excel spreadsheet, or other databases.
Importing Data from Previous Versions of CC NonProfit
You can import data from version 1.x of CC NonProfit, version 2.0, and the Free version.
- To start the import select the Settings tab on the Main Menu, and click on the "Import Previous Version" button in the lower right hand corner.
- You will first be warned that this import will clear any data that is currently in the new version. In other words, the import will delete all sample data, as well as any data which you have entered. The import must start with a clean slate.
- If you agree to the deleting of all data you will be asked which version of CC NonProfit will you be importing data from. Your choices are Version 1, Free version, and Version 2.x. Choose the correct version, since the import wizard will take different actions depending on your choice.
- Next you will be told that "You will now be prompted to select the file from which to import." This will be followed by an open file dialog box. Use this to navigate to the previous version of CC NonProfit whose data you wish to import.
- The import wizard will then import the data into the appropriate tables. You may be asked to enter a username and password for the file.
Importing Data from an Excel Spreadsheet
Here are some general guidelines to import contact data from an Excel spreadsheet into CC NonProfit. The information about the structure of the CC NonProfit tables and a couple of necessary fields should also prove useful for someone importing data from another database.
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Contact information in CC NonProfit is divided among three primary tables.
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There is a Contact table, which stores primarily whether the contact is an individual or a group, along with the name of the contact.
- The primary key is called simply "id."
- Whether the contact is an individual or a group is stored in "type_flag." 1 = individual, and 2 = group. This is a necessary field for CC NonProfit to function properly.
- Whether the contact is active or not is stored in an "active_flag." 1 = active; blank is inactive. There is an "active_flag" for the following two tables as well.
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Any addresses associated with a contact are stored in an Address table.
- The Contact foreign key is stored in "contact_id_list." If you have more than one contact with the same address you can use the same address record for all of them by listing each contact "id" on a separate line in the "contact_id_list" field.
- The "address_one" and "address_two" fields are used for what would typically be the street address of the contact.
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The PointOfContact table is used to store the phone numbers, email address, web address, etc. for the contact. You can store as many points of contact as necessary.
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The "contact_id" stores the Contact foreign key "id."
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The "contactMethod_id" stores the id for the kind of point of contact. This is a necessary field. The IDs are taken from the Contact Method table, and are as follows:
- Phone ID001
- Mobile Phone ID002
- Email ID003
- Fax ID004
- URL ID005
- Chat ID006
- Other ID007
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The "number" field stores the actual point of contact, whether it is in fact a phone number, an email address, or a URL, etc.
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A "notes" field is available to add information such as "home," "office," or any other notes.
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In a spreadsheet of contacts, insure there is a column for each of the following bits of data. If it is not already in place, add it to the spreadsheet
- A column equivalent to the "id" in the Contact table, which is unique to each contact.
- Names divided into at least first name and last name. (CC NonProfit also accepts Title, Middle Name, Suffix, Position, and Familiar Name.)
- Make a separate column for the name of groups. This will be associated in the Contact table with the "organization_name."
- A "contact type" for either individual (1) or group (2).
- An "active" flag for contacts, addresses, and points of contact.
- For each point of contact, make a column for the Contact Method, and add the ID number from above.
- For some points of contact, you may want to add a Notes column, to add such things as "Home" or "Office."
- Save your spreadsheet.
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If you will be importing data with fields not in CC NonProfit that you want to keep, add those fields to the appropriate tables in CC NonProfit.
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To do the imports, you will be using hidden layouts in CC NonProfit. To access these layouts, use an Account with Full Access, and enter Layout Mode. You will be using layouts called "Scripting Layouts," with each prefixed with the word "Script."
- If you have added a field or fields, go to the layout associated with the table you added the field to. For instance, if you added a field to the Contact table, go to the layout called "Script.Contact." Add any new fields to these Script layouts.
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To begin the import, go to the layout "Script.Contact."
- Under File > Import Records > File, select your spreadsheet.
- Match up the spreadsheet column names with the Contact field names. You can move the Contact field names up and down by clicking and dragging the two-headed arrow in front of the field name. Make sure a solid arrow points from your spreadsheet column name to the field name. If not, click the symbol between the fields until it becomes a solid arrow.
- Be sure to include the Contact Type, and the Active Flag.
- Under the Import Action section, make sure the selection is "Add Records."
- When the columns are matched with the fields, click the Import button.
- At a dialog box asking if you want to perform auto-enter options, be sure the box is checked.
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Once the contacts have been imported, change the layout to "Script.Address" to import the address.
- Match up the unique contact id from your spreadsheet with the "contact_list_id" field.
- Once the address fields are matched up properly, perform the import, again performing the auto-enter options.
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For the Points of Contact, change the layout to "Script.PointOfContact."
- Choose one column of points of contacts and match the column names to the PointOfContact field names.
- Be sure to add the Contact Method ID, and to match the Contact ID to the "contact_id" field.
- Import the records again performing the auto-enter options.
- Repeat this procedure for each unique column of points of contact in your spreadsheet.
This procedure will import your contacts, with their addresses and points of contacts into CC NonProfit.