The Prospect Tasks importer can be used bulk import a number of Prospect Tasks into ALIS.
| IMPORTANT NOTE: Avoid duplicating tasks in ALIS. The Prospect Tasks importer only creates prospect tasks in ALIS, it does not update or edit existing prospect tasks. If, after importing some tasks, they need to be fixed/updated, fix them in ALIS. DO NOT re-import the file. |
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 Tasks (Import Only)"
- 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 Tasks (Import Only) 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
| IMPORTANT NOTE: Avoid duplicating tasks in ALIS. The Prospect Tasks importer only creates prospect tasks in ALIS, it does not update or edit existing prospect tasks. If, after importing some tasks, they need to be fixed/updated, fix them in ALIS. DO NOT re-import the file. |
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 Tasks (Import Only)"
- 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 Tasks 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: You cannot skip a required column
- 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 the 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
| IMPORTANT NOTE: Avoid duplicating tasks in ALIS. The Prospect Tasks importer only creates prospect tasks in ALIS, it does not update or edit existing prospect tasks. If, after importing some tasks, they need to be fixed/updated, fix them in ALIS. DO NOT re-import the file. |
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 Tasks 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" |
| Prospect First Name | IF NULL: "Error: 'Prospect First Name' is required" |
"Error: 'Prospect First Name' is invalid" |
| Prospect Last Name | IF NULL: "Error: 'Prospect Last Name' is required" |
"Error: 'Prospect Last Name' is invalid" |
| Contact First Name | "Error: 'Contact First Name' is invalid" | |
| Contact Last Name | "Error: 'Contact Last Name' is invalid" | |
| Task Due Date | IF NULL: "Error: 'Task Due Date' is required" |
"Error: 'Task Due Date' is an invalid date" |
| Time (Due Date) | "Error: 'Time (Due Date)' is an invalid time" | |
| Notes | "Error: 'Notes' is above character limit of ____" | |
| Task Outcome | IF NULL: "Error: 'Task Outcome' is required for completed tasks" |
"Error: 'Task Outcome' is invalid" |
| Task Completion Date | IF NULL: "Error: 'Task Completion Date' is required for completed tasks" |
"Error: 'Task Completion Date' is an invalid date" |
| Time (Completion Date) | "Error: 'Time (Completion Date)' is an invalid time" | |
| Completion Note | "Error: 'Completion Notes' is above character limit of ____" | |
| Task Type | IF NULL: "Error: 'Task Type' is required" |
"Error: 'Task Type' is invalid" |
| Assigned To | IF NULL: "Error: 'Assigned To' is required" |
"Error: 'Assigned To' is invalid" |
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For more assistance: 888.404.ALIS (2547) | support@go-alis.com
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