How do I bulk import interactions?
To bulk import, a list of interactions, whether, from an existing spreadsheet you have or by using our interactions import template, follow the below steps. Interactions are going to be dated interactions from when you previously spoke with a contact, for example. You can also import pledges in bulk (see below). Keep in mind when you utilize our calltime app, your interactions will automatically record into your contact profiles once logged in the app. Before you go through the import steps, it's really important your file is in tip-top Numero import shape:
- Tip #1: Column Headers - If you work off of an existing spreadsheet, you can change your original column headers to match what is in our interactions import template but it's optional as you'll have the ability to remap your columns to the correct Numero profile when you're in the import mapping process
- Tip #2: Interaction Type column header - You must include a column header titled Interaction Type for each interaction being imported. Our Interaction Types are the following: Call, Email, Text, Meeting, Thank, App, Mail
- Tip #3: Date column header - You must include a date from when the interaction occurred for each interaction being imported
- Tip #4: Contact Type column - Include a column titled Contact Type with each contact in the sheet or template either being labeled as an individual or organization. If you're importing individual interactions, label them as an individual. Individual contacts must have a First Name and Last Name to import successfully. If you're importing organization interactions, they must be labeled with a Contact Type of organization and the organization name needs to be included in the First Name column
- Tip #5: Matching Properties - Super important to include matching properties in all bulk imports you complete within your platform because it will: a) help complete profiles, b) help any new information to be appended to potentially already existing contact profiles within the platform, c) help prevent duplicates as much as possible. Matching properties for interactions are First Name, Last Name, Suffix, Primary Address, Primary Email, Primary Phone, Employer, and Occupation.
- For individuals, our system will look for a First Name, Last Name, plus additional matching properties. So if you only have a First Name and Last Name, we would recommend not importing that contact until you have additional matching properties to include. Same for organizations, if you only have a First Name (organization name), we would recommend not importing that contact until you have additional matching properties to include
- Tip #6: Member Coding your Interactions - If you're a campaign wanting to import prior cycle interactions, you can assign them a member code like 2020 Cycle so that you can differentiate interactions within a donor's profile. If you're a consultant who has a few candidates using your calltime app and you want to privatize their Interactions from the front end of the calltime app, make sure to assign the interactions with a Member Code of the candidate's name.
When you import a pledge, you will need to include the interaction information as well as the pledge information, and Numero will automatically create the interaction and pledge. For example, if you received the pledge during a call, you would import the interaction with an interaction type of call and a call result as "spoke" or "pledge". Then add columns for "Pledge Amount" (required), "Pledge Commitment", "Pledge Expected Date", and "Pledge Source Code".
Once your file is ready for import, save the file as a .csv then within your platform select either the Interactions tab or Imports tab both located on the left side of the platform.
- If you were to select the Interactions tab, you would then select the Import icon on the far right side of the table. Once selected you'll be able to drop your file into the uploader
- If you were to select the Imports tab, when you select the New Import option on the far right side of the table and Interactions from the dropdown, you'll be taken to that same uploader to drop your file into
After you drop the file into the uploader you'll be taken to the mapping process where you'll need to check that the column headers on the left are mapping to the correct Numero property on the right. You can exclude information by selecting the Exclude option on the far right side. If at any time you see a red warning symbol next to the Numero property, it is basically telling you that the system isn't sure what the original column header means on the left side. So from the Numero property dropdown select where you want that information to live. Select Next when you're ready to complete the interaction import
To confirm your import you have the option to update the Name, Description, and Timezone. Make sure the Timezone is as where the committee is located. Next, select the box at the bottom which notes that you understand that imports are irreversible. If at any time you import a file and you need assistance deleting that file, email us at support@numero.ai. Each case is different so we ask that you include some detail like the file name so we can help advise the next best steps on how to get that data out of your system.
Once your file has been imported, you can see what interactions potentially didn't import into the system by looking at the number of results compared to the rows count. If we imported a list with a rows count of 50 contacts and it resulted in 40 interactions, there are potentially 10 interactions that did not get into the platform so you can download the exceptions report located at the Download Report link to see which contacts were not successfully imported.
The most common reasons that an interaction was not successfully imported are that:
- Contacts were not labeled with a Contact Type like Individual or Organization
- A date was missing
- An interaction type was not included
