Changes for page Import and Bulk Operations Essentials

Last modified by steven@one-count_com on 2018/07/10 16:42

From 11.1 to 10.1 From 13.1 to 12.1

From version 12.1

edited by melanie@one-count_com
on 2016/12/14 13:48

Change comment: There is no comment for this version

To version 11.1

edited by melanie@one-count_com
on 2016/12/14 13:33

Change comment: There is no comment for this version

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@@ -6,12 +6,11 @@
  {{id name="Start ScreenSteps Content"/}}
   Tasks related to adding records to your database, which include importing user lists; bulk operations such as batch status changes, product changes, unsubscribes, subscribes, and deletes; and adding records one at a time are completed in the USER OPERATIONS ~*~*module. Prior to working with USER OPERATIONS, it is important to understand basic concepts and rules relating to these operations.
--==== DEFINITIONS ====
++=== DEFINITIONS ===
--==== (% style="text-decoration: underline;" %)**Import-Related Definitions**(%%) ====
++(% style="text-decoration: underline;" %)**Import-Related Definitions**(%%)
++ **De-dupe -** The ONEcount system checks records in import files against users currently in the ONEcount system. If you select to check for duplicates and a user already exists in the system and is matched, he/she will not be imported again as a new user. When importing, you will have the option to download the list of duplicate users or to proceed with the import and update current demographic information with the information contained in the import file and/or subscribe/renew subscription to a product(s).
--**De-dupe -** The ONEcount system checks records in import files against users currently in the ONEcount system. If you select to check for duplicates and a user already exists in the system and is matched, he/she will not be imported again as a new user. When importing, you will have the option to download the list of duplicate users or to proceed with the import and update current demographic information with the information contained in the import file and/or subscribe/renew subscription to a product(s).
--
  **Duplicate Records in the File** - Based on the field(s) you select to check for duplicates, the number of records in an import file that match records in the ONEcount database.
  **THIS IS NOT A COUNT OF THE NUMBER OF RECORDS //WITHIN// THE IMPORT FILE THAT ARE DUPLICATES.**
   For example, there is a user with email address of user123@bmail.com in the ONEcount database. There are also 25 users without an email address in the ONEcount database. An import file contains a record with the email user123@bmail.com and one empty email address. The number of duplicate records in the file would be two: one being the user123@bmail.com and the other being the empty email address. (Although there are 25 blank email addresses in ONEcount, there is only one in the file.)
@@ -48,15 +48,10 @@
  **Request Date -** The date a request for a subscription, renewal, unsubscribe is made by the subscriber. Requests may be via phone, email, subscription card, or some other form, and a list with these requests may not be imported into ONEcount until a later date. If requests were made at a date earlier than the date of import, "Request Date" (or something similar) should be a field in the CSV import file. **If you do not select this field to be recorded as the request date in the ONEcount system, the system will set the request date for all records to the date of the import (transaction date). Note that if you select Request Date and select multiple products when importing, the value of that field for each row of the import file will be used to update the Request Date for all the products selected.**
  **Transaction Date -** This is the date a transaction (e.g. subscription, renewal, unsubscribe) is recorded in the ONEcount system, be it via online subscription using a ONEcount form, via import, or via administor action. When the transaction occurs via an online form, the request date and transaction date are the same. If a transaction is recorded in the system via an import, the transaction date may not be the same as the request date. If a transaction occurs as a result of administrator action (such as a batch operation) and a different request date isn't selected, the transaction date is the same as the request date. (See "Request Date" above.)
--(% style="text-decoration: underline;" %)** **
--==== (% style="text-decoration: underline;" %)**
--**(%%) ====
++(% style="text-decoration: underline;" %)**Bulk Operations Definitions**(%%)
++ **Bulk Operation -** An operation carried out on a batch of ONEcount users. Current operations include status change, product change, unsubscribe, subscribe, and delete.
--==== (% style="text-decoration: underline;" %)**Bulk Operations Definitions**(%%) ====
--
--(% style="text-decoration: underline;" %)** **(%%)**Bulk Operation -** An operation carried out on a batch of ONEcount users. Current operations include status change, product change, unsubscribe, subscribe, and delete.
--
  **Status Change -** Allows you to change the product status of a batch of subscribers to a particular product. A product status defines that status of a user during the subscription process/term for a product. For example, if subscribesr must be qualified to receive your product for free, during your review of their qualifications the product status applied to the product/term may be "Pending Review"; and once you complete your review, you can change the status of those who do qualify to "Qualified Subscriber" and those who don't to "Not Qualified". Or, if anyone, regardless of qualifications, is eligible to subscribe to a product, upon subscription the status applied may be "Current Subscriber".
  Product Statuses are created using the "Product Status" tool in the INVENTORY module. You can create as many statuses as you wish and whatever statuses apply to your publication.
@@ -86,10 +86,9 @@
  (% style="color: rgb(0,0,0);" %)**When importing to a product with a newsletter-type resource, the resource must be created and attached to a product prior to an import, individual record addition of a record, or user subscription via an online form. ONEcount won't push product subscribers to a newsletter resource created **(% style="color: rgb(0, 0, 0); text-decoration: underline" %)**after**(% style="color: rgb(0,0,0);" %)** the user subscribed to a product (either through import, individual record addition, or user action).**
--==== (% style="text-decoration: underline;" %)**CSV Formatting and solutions to issues with saving as .csv in Excel**(%%) ====
++(% style="text-decoration: underline;" %)**CSV Formatting and solutions to issues with saving as .csv in Excel**(%%)
++ ONEcount requires that all files for import be in .csv (Comma Separated Values) format. Each field should be separated by a comma and enclosed by double quotes with no spaces between fields. You can confirm the comma and quote delimiters are in the file by opening it in a text editing program such as Notepad, TextMate, TextWrangler.
--(% style="text-decoration: underline;" %)** **(%%)ONEcount requires that all files for import be in .csv (Comma Separated Values) format. Each field should be separated by a comma and enclosed by double quotes with no spaces between fields. You can confirm the comma and quote delimiters are in the file by opening it in a text editing program such as Notepad, TextMate, TextWrangler.
--
  In Excel you don't have the option of selecting your preferences for the CSV file format, i.e. to save it with fields separated by commas and double quotes around each value, so you may run into issues with csv formatting when using Excel, particularly with OSX as well as with fields containing leading zeroes (in all operating systems). Excel is known for not saving/exporting to csv format consistently and without error.
  If using Excel, there are a few different options to save in .csv format and avoid issues:
@@ -102,10 +102,9 @@
  Use caution when saving and/or editing .csv files in Excel/LibreOffice/OpenOffice as their default setting is to drop leading zeroes in numbers, and those leading zeroes may be essential to your data file. Be sure that all numbers with leading zeroes retain them in your import file.
--==== (% style="text-decoration: underline;" %)**Other Pre-Processing Essentials**(%%) ====
++(% style="text-decoration: underline;" %)**Other Pre-Processing Essentials**(%%)
++ > Date fields in your .csv import file can be of any **standard** format, e.g. 12/31/13; 12/31/2013; December 31, 2013; 12-31-13. Be sure to check date fields to ensure they are in a standard format.
--~> Date fields in your .csv import file can be of any **standard** format, e.g. 12/31/13; 12/31/2013; December 31, 2013; 12-31-13. Be sure to check date fields to ensure they are in a standard format.
--
  ~> Prior to importing a .csv file, remove any empty columns.
  ~> When importing, ONEcount form questions will be mapped to .csv file fields, so be sure that forms have “Question Text” for all corresponding fields in your .csv file.
@@ -114,29 +114,23 @@
  ~> For optimum performance, keep the list size at 100,000 or fewer names. ONEcount will import larger lists, but your company server may have a timeout setting that is shorter than the time it takes to import very large lists.
--==== (% style="text-decoration: underline;" %)**Single-Select and Multi-Select Type Question Values**(%%) ====
++(% style="text-decoration: underline;" %)**Single-Select and Multi-Select Type Question Values:**(%%)
++ > In "single select” type responses (radio button, select [[drop-down menu>>doc:drop-down menu]]), be sure that the values in your CSV file match exactly the values in your form.
++(% style="text-decoration: underline;" %)//For Example//(%%):
--(% style="text-decoration: underline;" %)** **(%%)> In "single select” type responses (radio button, select [[drop-down menu>>doc:drop-down menu]]), be sure that the values in your CSV file match exactly the values in your form.
++* If the Country field value is “US” in your .csv file, but your form has a select-type response value “United States”, you will need to change the .csv file value to “United States” to allow for import; OR
++* If you have assigned numeric values in your Form to a radio button-type response, e.g. Male = 1 and Female = 2, but your import file uses “Male” and “Female”, you will need to change the csv file values to “1” or “2” to allow for import.
--(% style="margin-left: 30.0px;" %)
--**For Example:**
--
--*
--** If the Country field value is “US” in your .csv file, but your form has a select-type response value “United States”, you will need to change the .csv file value to “United States” to allow for import; OR
--** If you have assigned numeric values in your Form to a radio button-type response, e.g. Male = 1 and Female = 2, but your import file uses “Male” and “Female”, you will need to change the csv file values to “1” or “2” to allow for import.
--
  (% style="color: rgb(215,0,0);" %)//Don't change the values in the form; change them in the import file.//
  ~> In "multi select" type responses (checkbox list) values are stored in ONEcount as unique numeric values - not as text - so corresponding values in the import file will need to be changed to the numeric values to allow for import. You can find the values by selecting "Edit Form" in Forms then selecting "edit responses" for the question.
--(% style="margin-left: 30.0px;" %)
--**For Example:**
++(% style="text-decoration: underline;" %)//For Example~://(%%)
   If the the possible responses to a check box-type question are MacPro, iPhone, and iTouch, ONEcount will assign unique numeric ID's to them, such as:
--*
--** response “MacPro” = value of 253
--** response “iPhone” = value of 254
--** response “iTouch” = value of 255
++* response “MacPro” = value of 253
++* response “iPhone” = value of 254
++* response “iTouch” = value of 255
   Values entered as “MacPro”, “iPhone”, or “iTouch” in the CSV import file will need to be changed to the corresponding numeric values – 253, 254, or 255 – to allow for import.
  Multiple responses/values for a check box-type question should all be in one field in your import file, separated by commas with no spaces and enclosed by double quotation marks. For example: “253,254,255” .
@@ -143,26 +143,22 @@
  (% style="color: rgb(215,0,0);" %)//Don't change the values in the form; change them in the import file.//
--==== (% style="text-decoration: underline;" %)**Blank Fields and "Null" Value**(%%) ====
++(% style="text-decoration: underline;" %)**Blank Fields and "Null" Value:**(%%)
++ If there is a blank field in an import file and the corresponding field in the ONEcount database contains data, that field in the ONEcount database will NOT be written over with a blank, even if the Request Date of the import is more recent than the date the information was entered into the ONEcount database.
--(% style="text-decoration: underline;" %)** **(%%)If there is a blank field in an import file and the corresponding field in the ONEcount database contains data, that field in the ONEcount database will NOT be written over with a blank, even if the Request Date of the import is more recent than the date the information was entered into the ONEcount database.
--
  (% style="color: rgb(0,0,0);" %)If "Null" is inserted into a field in the import file and the corresponding field in the ONEcount database contains data, that field in the ONEcount database WILL BE written over with a blank if the request date of the import is more recent than the date the information was entered into the ONEcount database. If the request date is older than the date the information was entered in the database, the corresponding field will NOT be written over with a blank.
--==== (% style="text-decoration: underline;" %)**Importing an Expiration Date**(%%) ====
++(% style="text-decoration: underline;" %)**Importing an Expiration Date**(%%)**:**
++ The subscription expiration date is automatically calculated when a user subscribes online based on the transaction date (which is the date of the online subscription). If a subscription transaction is recorded in the system via an import, "Expiration Date" (or something similar) should be a field in the CSV import file. If you do not select this field to be recorded as the expiration date in the ONEcount system, the system will set the expiration date based on the transaction date.
--The subscription expiration date is automatically calculated when a user subscribes online based on the transaction date (which is the date of the online subscription). If a subscription transaction is recorded in the system via an import, "Expiration Date" (or something similar) should be a field in the CSV import file. If you do not select this field to be recorded as the expiration date in the ONEcount system, the system will set the expiration date based on the transaction date.
--
--(% style="margin-left: 30.0px;" %)
  **For example:**
   A product has a term of one year.
  If a user subscribes online, their subscription will expire one year from the date of their submittal of the subscription form.
  If, however, a list of users who didn't subscribe to the product online is being imported, that import file should contain a field with the expiration date based on the actual subscription date and that field should be selected as the expiration date. Otherwise, the system will look at the date of import (transaction date) and set the expiration date as one-year from then.
--==== (% style="text-decoration: underline;" %)**Checking Import Files for and Processing Duplicates**(%%) ====
++(% style="text-decoration: underline;" %)**Checking Import Files for and Processing Duplicates:**(%%)
++ If you don't tell the system to check for duplicates when importing, a user on an import list and who is already in the ONEcount database will be added to the database again. This will create a duplicate user with the same demographic information but a different ONEcount ID (OCID) and subscribed to a different product(s). (% style="color: rgb(204,0,0);" %)Each user in ONEcount should have only one OCID, so you should ALWAYS check for duplicates when importing a list.
--If you don't tell the system to check for duplicates when importing, a user on an import list and who is already in the ONEcount database will be added to the database again. This will create a duplicate user with the same demographic information but a different ONEcount ID (OCID) and subscribed to a different product(s). (% style="color: rgb(204,0,0);" %)Each user in ONEcount should have only one OCID, so you should ALWAYS check for duplicates when importing a list.
--
  To check for **duplicates**, check the box for the active question header you want to check for duplicates against.
  You can select multiple headers, but be aware that ONEcount uses “AND” logic when doing so. (% style="color: rgb(0,0,0);" %)For example, if you select to check email, first name, and last name fields for duplicates, ONEcount will look for records in the ONEcount database that have the same email AND first name AND last name as a record being imported. A record would be a duplicate only if all three fields match.
@@ -194,7 +194,6 @@
  If processing duplicates, mapping a request date ensures that only data in the ONEcount database that is older than data in the import file will be written over. ONEcount will compare the request date to the date of the most recent information in the database and only write over information that is older than the request date. //This is done on a field-by-field basis within a record.//
--(% style="margin-left: 30.0px;" %)
  **For example**:
  A list is being imported on 01/07/2013, and an import record is identified as a duplicate.
  The mapped request date of the import record is 12/01/2012, and the user's last name in the file is Smith.
@@ -206,7 +206,7 @@
  If no request date is set when importing, the request date will be the date of the import. If this were the case in the example above, both the user's last name and job title would be written over as the request date (01/07/2013) would be more recent than the dates in the ONEcount database.
--=== Quick Steps to Import a File ===
++=== Quick Steps to Import a File: ===
 ) Pre-process the file following the rules above.
 ) Select "Import" from the User Operations sub-menu.

Confluence.Code.ConfluencePageClass[0]

id

@@ -1,1 +1,1 @@
--67525
++67524

url

@@ -1,1 +1,1 @@
--https://info.onecount.net//wiki/spaces/OD/pages/67525/Import and Bulk Operations Essentials (v12.x)
++https://info.onecount.net//wiki/spaces/OD/pages/67524/Import and Bulk Operations Essentials (v12.x)