Our import tool has been designed to handle complex data import tasks and make the process as quick and easy as possible. A short demonstration can be found below.
Data in equals data out
When importing your data into Jomablue it is of the utmost importance that the data is clean and correct - to assist you with this, use our sample import files which can be found here. The supporting article will help guide you in the preparation of your data - ensure you have read it before continuing with this article.
The Import Tool
Once you have prepared your import file, you're ready to begin the process of importing your data. To get to the Import Tool, navigate to People in the Jomablue Portal, then click Import at the top right-hand corner of the screen.
From here you'll be walked through all the steps required to map, validate, and upload your file into the Portal.
Step 1: Upload CSV File
First you'll need to upload your CSV file. You'll need to select the correct character encoding scheme for your file - by default this will be UTF-8, so you generally will not need to change any settings here. However if you have created your CSV file in Excel for Mac, you will need to select the Mac OS Roman character encoding option, or select "CSV (UTF-8)" as the file type when saving your file in Excel.
Once you've selected the correct character encoding option, upload your file using the Choose File button.
Step 2: Assign Columns
Once your file is uploaded, you'll see a list of columns that have been detected in the CSV, with the values in the first row of each column (if you have created column headers in your file, these values will be the column header names, otherwise they'll be the first record in your file).
For each column, you will need to map it to a Jomablue field type. This is done via the drop-down pickers in the Column Type section - by default, each column is set to Ignore, but you'll want to assign all the columns to the relevant type.
For most of the columns, this is a fairly simple process. The following column types simply need to be matched to the corresponding first row values in your file:
- Organisation UID
- First Name
- Last Name
- Job Title
Simply select the option in the drop-down menu that matches the first row value in that column.
Mapping a column to a Category
If your registration file contains Categories, then there are a couple of extra steps you will need to complete. For each column corresponding to Category, you'll need to select Category in the drop-down menu, and some more fields will appear.
- Select the category that the column corresponds to using the Select Category drop-down menu (you'll need to have your Categories enabled in Portal before this step).
- Using the Person belongs to this category if value drop-down menu, select is anything other than empty
- In the Person does not belong to this category if value menu, select is empty.
This configuration will assign a Person to the nominated Category if the value in the selected column is anything other than empty. You will need to repeat this process for each column, for each category. An example of a completed column mapping can be seen below:
Mapping a column to an Item Entitlement or Session Entitlement
The process for mapping columns to Item Entitlements or Session Entitlements is identical to mapping Categories.
- Select Item Entitlement or Session Entitlement in the Column Type drop-down menu, and then select the Item or Session you wish to apply the entitlement to.
- Set the Person belongs to this category if value drop-down menu to is anything other than empty, and then the Person does not belong to this category if value menu to is empty in the same manner as you would do for Categories.
Finalising your Column Assignment
After all your columns have been mapped, you'll need to check the The first row of my CSV is a header row check-box if the first row of your CSV is a header row (which we recommend), so the import tool knows to skip the first row of the CSV. Once this has been set correctly, it's time to move to the next step!
Step 3: Validate Rows
The Import Tool will scan your file and your column mappings to ensure that the file is valid. If it detects any issues it will alert you in Step 4, otherwise it will proceed straight to Step 5.
Step 4: Fix Errors
Any errors flagged in your import file will be highlighted in this step. Each error will be represented as a row containing the error in question and an explanation of the error. You can edit these fields within the Import Tool itself (note that this will not alter the file you have uploaded), and then save your changes, or you can remove the row from the import altogether. An example of a row with errors can be seen below:
This feature is great for fixing small errors that may have occurred during your import. If the number of errors is large, you will be given the option to review them in Portal, or start the import again and review your CSV file.
Repeat this process until your import is free from errors, and ready for review.
Step 5: Review and Submit
Once you have no errors in your import file, you'll be ready to run the import! This step will show you how many records have been detected and are ready to be uploaded - we recommend checking this against the number of records you expect to be importing before proceeding.
Step 6: Run Import
The Portal will upload the data into the Jomablue platform. Please ensure that you do not close your browser window until the import is complete. Once this has been completed you'll be presented with the results of your import, and Step 7 will be revealed below.
Step 7: Results
Here you'll get to see the results of your import in the format "Records have been imported (X of Y imported)". Here, Y is the expected number of records to be imported (from Step 5), and X is the number of records that were actually imported.
If you need any assistance while using the Import Tool, feel free to get in touch with us via the live chat or via firstname.lastname@example.org
Tips and Tricks
- Ensure that all the correct Categories have been entered into the Portal and are active
- Ensure that all the Sessions have been created in Portal, and all Sessions intended to be restricted (thus requiring Session Entitlements) have been set to restricted
- Ensure that any Items have been created in the Portal
- Organisation UIDs need to be unique across your entire Instance, not just in the individual Event. If you are creating your own Organisation UIDs, we don't recommend using a simple numeric counter - these numbers may have been used for a previous event, and the import process will recognise the existing numbers and update that Person's details when the new details are those of a different Person
- The First Name and Last Name fields are mandatory - ensure that every row in your file has a First and Last name
- When adding Category information to your file, the simplest method is to add a column for each Category - this makes populating the columns easier, and also means only one use of the import tool is required to import all categories
- Email addresses sometimes come through with a space - these will need to be removed prior to importing the file. Similarly, look out for typos in the domain extension (eg xyz.con)
- Custom fields will not appear in the dropdown menus of the import tool unless they already exist in the People data (even if they have already been defined in the Portal). However you can create the custom field key on the fly (use letters, numbers, and underscores only)
- Adding a "Source" custom field is a useful way to trace the source of data in the unlikely case you encounter any issues