The Prospect Data importer can be used bulk import a number of Prospects into ALIS.
Downloading the Import File
- Click Imports along the top of any page in ALIS
- Click Import File
- In the "Data to Import" dropdown, locate and select "Prospect Data"
- Click Download Template
- The spreadsheet will download to your computer
Note: Your ability to import data depends on your security role permissions. If you do not see the Imports link, reach out to your Community Administrator.
Filling out the Import File
- Open the Prospect Data import sheet in your preferred spreadsheet program
- Notice the columns with blue headers -- These columns are required.
- Fill out the data in the file as appropriate.
- Save the sheet as an Excel (.xlsx) or .csv file.
Uploading the Data
The Upload Data process can be broken down into 4 stages:
- Upload the File
- Data Prep
- Map Headings
- Review Data
Upload the File
- Click Imports along the top of the page
- Either drag and drop the file into the upload area OR click in the upload area and select the file
Note: Your ability to import data depends on your security role permissions. If you do not see the Imports link, reach out to your Community Administrator.
Data Prep
- On the next screen a sample of the data in the file will appear
- Review the sample and answer the "Does row 1 contain the column headings?"
- Set the "What type of data are you importing?" field to "Prospect Data"
- Click "Go To Next Step"
Map Headings
- Review the file headings to ensure they are mapped to their appropriate ALIS headings
- Red = a required heading is not mapped
- Yellow = duplicate mapping has occurred (i.e. two headings have been mapped to the same ALIS mapping value)
- Green = the heading has been mapped to a valid ALIS heading
- Since you are working with the Prospect Data import template, the mapping should all be completed for you. But, if you need to perform any manual cleanup, simply select the appropriate value in the ALIS heading dropdown.
- If you want to exclude a particular heading from being imported, click the Skip Column button
- Note: If you try to Skip a required column, you will not be able to proceed to the next step
- Once you have finished mapping the headings, click "Go To Next Step"
Review Data
- On the next screen, the data will be presented back to you for review
- The three boxes above the data inform you of:
- How many New Records will be created (Blue number)
- How many Records were updated (Yellow number)
- How many Records have errors (Red number)
- The "Notifications column has been added to this view to provide you with context surrounding any errors that may have been found in the data
- A full list of errors and what they mean can be found in Error Message Reference chart below
- Use the check boxes on the right to filter out any records as needed
- Once you have finished reviewing the data, click "Import"
Import Complete
You will be directed back to the Import center, and a Recent Jobs dropdown will appear that will display the progress of the import. A green check mark will appear when the import has completed.
The import of your Prospect Data will also appear in the Past Imports list and have a Status of "Complete" when finished.
Error Message Reference
| ERROR MESSAGE REFERENCE | ||
| Field Name | For missing values | For invalid format/value |
| Community Name | IF NULL: "Error: 'Community Name' is required" |
"Error: 'Community Name' is invalid" |
| Inquiry Date | IF NULL: "Error: 'Inquiry Date' is required" |
"Error: 'Inquiry Date' is an invalid date" |
| Prospect Source | IF NULL: "Error: 'Community Name' is required" |
"Error: 'Prospect Source' is invalid" |
| Financial Move-In Date | "Error: 'Finanical Move-In Date' is an invalid date" | |
| Physical Move-In Date | "Error: 'Physical Move-In Date' is an invalid date" | |
| Sales Agent | "Error: 'Sales Agent' is invalid" | |
| Prospect Stage | "Error: 'Prospect Stage' is invalid" | |
| Prospect Score | "Error: 'Prospect Score' is invalid" | |
| Story | "Error: 'Story' is above character limit of ____" | |
| Focus on Prospect | "Error: 'Focus on Prospect' is invalid" | |
| Contact Organization | IF contact AND prospect info null: "Error: One of 'Prospect First Name' and 'Prospect Last Name', 'Contact First Name' and 'Contact Last Name', or 'Contact Organization' are required. |
|
| Contact First Name | IF contact AND prospect info null: "Error: One of 'Prospect First Name' and 'Prospect Last Name', 'Contact First Name' and 'Contact Last Name', or 'Contact Organization' are required. |
|
| Contact Last Name | IF contact AND prospect info null: "Error: One of 'Prospect First Name' and 'Prospect Last Name', 'Contact First Name' and 'Contact Last Name', or 'Contact Organization' are required. |
|
| Contact Type | If contact data present but field is null: "Error: 'Contact Type' is required" |
"Error: 'Contact Type' is invalid" |
| Contact Street Address | ||
| Contact Unit | ||
| Contact City | ||
| Contact State | ||
| Contact Zip Code | "Error: 'Contact Zip Code' is invalid" | |
| Contact Mobile Phone | "Error: 'Contact Mobile Phone' is invalid" | |
| Contact Home Phone | "Error: 'Contact Home Phone' is invalid" | |
| Contact Office Phone | "Error: 'Contact Office Phone' is invalid" | |
| Contact Fax | "Error: 'Contact Fax' is invalid" | |
| Contact E-mail | "Error: 'Contact Email' is invalid" | |
| Contact Alternate Email | "Error: 'Contact Alternate Email' is invalid" | |
| Prospect First Name | IF contact AND prospect info null: "Error: One of 'Prospect First Name' and 'Prospect Last Name', 'Contact First Name' and 'Contact Last Name', or 'Contact Organization' are required. |
|
| Prospect Last Name | IF contact AND prospect info null: "Error: One of 'Prospect First Name' and 'Prospect Last Name', 'Contact First Name' and 'Contact Last Name', or 'Contact Organization' are required. |
|
| Prospect Nickname | ||
| Prospect DOB | "Error: 'Prospect DOB' is an invalid date" | |
| Prospect Gender | "Error: 'Prospect Gender' is invalid" | |
| Product Type | "Error: 'Product Type' is invalid" | |
| Prospect Street Address | ||
| Prospect Unit | ||
| Prospect City | ||
| Prospect State | ||
| Prospect Zip Code | "Error: 'Prospect Zip Code' is invalid" | |
| Prospect Phone | "Error: 'Prospect Phone' is invalid" | |
| Prospect E-mail | "Error: 'Prospect Email' is invalid" | |
| Room Type | "Error: 'Room Type' is invalid" | |
| External App | ||
| External ID |
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For more assistance: 888.404.ALIS (2547) | support@go-alis.com
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