Import New and Existing Family/Member Information

This article will show how to download a Sample Import File for you to use as a basis for creating your contact information import file. 

IMPORTANT: This same import both updates and creates records. A row updates the matching record when its Member DUID or Family DUID matches an existing record in Family Suite exactly, and creates a new record when that column is left blank.

A row with no data will not create a blank member. When creating a new member (blank Member DUID), Family Suite requires Last Name, First Name, Gender, and Member Status: a row missing any of these fails and is skipped instead of creating an empty record. See the Member Contact Info Fields table below for details.

  1. In the Families module, navigate to Family Directory > Imports.
  2. Select the option according to the information you will import: Family Contact Info or Member Contact Info. 
  3. Click the View Sample Import File at the top of the screen.
  4. This will download the sample file to your downloads folder in your internet browser. 
  5. See Member Contact Info fields for an explanation of how the file should be populated. 
  6. See Family Contact Info fields for an explanation on how the file should be populated. 
  7. Once you have this file, you may save it to your computer as the basis for future contact information imports, or you may download it each time.
  8. Keep the column headers the same and simply update the data.
  9. To create a new member or family instead of updating an existing one, add a new row and leave the Member DUID or Family DUID column blank. See the field tables below for the columns required when creating a new record.
  10. After you edit the file, save it somewhere on your hard drive where you can easily find it.
  11. The software provides an Import Summary Report for your review.
  12. There is no separate error message when a row fails. The summary report tells you which rows did not import, whether you were creating or updating a record. Compare the data in that row with the format shown below.

 

Member Contact Info Fields

When creating a new member (an import row with a blank Member DUID), Last Name, First Name, Gender, and Member Status are required. Gender values are validated on every row, whether you're creating a new member or updating an existing one.

Column Field Description: Only those in orange are required. Leaving Member DUID blank creates a new member instead of updating one; see the note above for the fields required in that case. Otherwise, blank cells are allowed. The record will be updated for only those fields where the cell contains information. The field will not be modified for any blank cells.
A Last Name  Required when creating a new member (blank Member DUID).
B First Name  Required when creating a new member (blank Member DUID).
C Nick Name  
D Middle Name  
E Maiden Name  
F Family Last Name  
G Member DUID Enter an existing member's DUID to update that record. Leave blank to create a new member instead.
H Member E-Mail Format: name@serviceprovider.domain
I Family DUID *Required and must match the member's family DUID in the record to be modified
J Home Phone Format: ###-###-####
K Mobile Phone Format: ###-###-####
L Work Phone Format: ###-###-####
M Member Pager Format: ###-###-####
N Member Fax Format: ###-###-####
O Gender F or M. Required when creating a new member (blank Member DUID).
P Birth Date Format: mm/dd/yyyy (no leading zeroes required for single digit months
Q Date of Death Format: mm/dd/yyyy (no leading zeroes required for single digit months
R Member Language  
S Title  
T Suffix  
U Marital Status Defaults to Single if left blank when creating a new member.
V Religion  
W Ethnicity  
X Member Role Example: Head, Husband, Wife, Son, Daughter. When updating an existing member, a blank cell leaves the existing value unchanged.
Y Member Status Required when creating a new member (blank Member DUID). Optional when updating an existing member; a blank cell leaves the existing value unchanged.

 

Family Contact Info Fields

Leaving Family DUID blank on a row creates a new family instead of updating an existing one. Enter an existing family's DUID to update that family's record.

To clear an existing Address 2 value (Home, Mailing, or Other), enter REMOVE in that field. Leaving the field blank keeps the current value unchanged. REMOVE has no effect on any other field.

Column Field Description: Only those in orange are required. Leaving Family DUID blank creates a new family instead of updating one; see the note above. Otherwise, blank cells are allowed. The record will be updated for only those fields where the cell contains information. The field will not be modified for any blank cells.
A Last Name  
B First Name  
C E-Mail Address Format: name@serviceprovider.domain
D Primary Phone Format: ###-###-####
E Emergency Phone Format: ###-###-####
F Home Address 1  
G Home Address 2 Enter REMOVE to clear an existing value. Leave blank to leave unchanged.
H Home City  
I Home State/Region  
J Home Postal Code  
K Home Plus 4  
L Home Country  
M Home Address Phone Format: ###-###-####
N Mailing Address 1  
O Mailing Address 2 Enter REMOVE to clear an existing value. Leave blank to leave unchanged.
P Mailing City  
Q Mailing State/Region  
R Mailing Postal code Format: #####
S Mailing Plus 4 Format: ####
T Mailing Country  
U Mailing Address Phone Format: ###-###-####
V Other Address 1  
W Other Address 2 Enter REMOVE to clear an existing value. Leave blank to leave unchanged.
X Other City  
Y Other State/Region  
Z Other Postal Code #####
AA Other Plus 4 ####
AB Other Country  
AC Other Address Phone Format: ###-###-####
AD Other Add From Date Format: mm/dd/yyyy
AE Other Add To Date Format: mm/dd/yyyy
AF Family DUID Enter an existing family's DUID to update that record. Leave blank to create a new family instead.

Updated

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