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Interactions: Create interaction in bulk using a data import

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In addition to creating and updating interactions manually, Admin users can also import interactions in bulk using the Data Import tool. Data is imported into LibConnect using an Excel spreadsheet that includes columns for the interaction type, system fields, fields for all types, and type-specific fields that are then mapped to the respective fields within LibConnect during the import process. 

Step 1. Complete your Excel spreadsheet

LibConnect's Data Import allows you to pull in as much data or as little data as you would like for newly created interactions. You can choose to import only basic information about newly created interactions or pull in data for every system field, fields for all types, and type-specific fields. What is included is up to you.

Prior to running a Data Import, you must fill out the Excel spreadsheet that will be used in the import process. The first row of the spreadsheet must contain the names of all of the fields you want to map to LibConnect's fields. Your spreadsheet can include additional columns that will not be used in the import if you are using data from elsewhere that includes unneeded columns -- no need to remove the additional columns from your spreadsheet as they can be skipped during the mapping process.

Required and recommended data to include in your spreadsheet

  • Interaction Title: Interaction title is the only required field for running a data import for interactions.
    • Make certain that your spreadsheet contains a column that contains the title for the interactions being imported that can be mapped to LibConnect's Interaction title field.
Strongly recommended
  • Profile: Include the email address of the LibConnect profile the interaction was with so that the data import can associate the interaction and profile.
  • Record Owner: If the newly created interactions should be owned by a different LibConnect user than the user running the import, include the owner's LibApps email address for each row/profile.
  • Type: Select the Interaction Type that each interaction should have assigned.
  • Source: Select Interaction Source that each interaction should have assigned.
  • Location: Select the location of each interaction.
  • Date: Interactions are organized and sorted by default by their date. Including the date of each interaction will make finding the imported interactions much easier.
  • Location
  • System Fields: Consider including the additional system fields for interactions beyond those listed above.
  • Fields for All Types: If any fields for all interaction types have been created, also consider adding data for them as needed.
  • Type-specific Fields: To build out the data stored in LibConnect for each interaction, you might also consider adding data for your type-specific fields.

Step 2. Set up your Data Import

With your spreadsheet complete, you can go to LibConnect to start the import process.

  1. Log into LibConnect and go to Admin > Data Import.
  2. Click on the + Data Import button.
    • Note: If you have not run a data import previously, you will see a Getting Started button on the page. Click this button to proceed.
clicking the Data Import button on the Data Import page
  1. On the Import Data Type modal, select Organization Profiles.
  2. Click the Next button.
selecting the Interactions import type
  1. Review the import's instructions and click the Next button.
reviewing the import instructions
  1. Set the Import Name.
    • The name will be shown on the Data Import page to find and review your import at a later date.
  2. Click the Next button.
    1. Interaction data imports are create-only. Unlike people and organization profile data imports, it is not possible to update interactions in bulk.
    2. If you cannot complete the import now, you can always use the Save & Exit button to save the progress of the import so that you can return to it later.
setting up the import

Step 3. Upload and map your fields

Once you've prepared your spreadsheet file and selected the data import to run, the next step is to upload your file to LibConnect and map the columns in it to the appropriate fields in LibConnect. When you upload your file, LibConnect will analyze the file and pull out the fields from the first row that you will be able to then map to LibConnect's fields.

  1. From the Upload step of the import, drag and drop your file or click in the upload area to select your spreadsheet file.
uploading your spreadsheet file
  1. Review the Fields Extracted so that you know exactly what fields from your spreadsheet you will be able to map.
    1. If you don't see all of the fields you would expect or if you need to upload a new file, click the Delete icon to clear the uploaded file and start the upload process over again.
  2. Click the Next button.
review the fields extracted from the spreadsheet
  1. Select the field from your spreadsheet that contains the Interaction Title Name for the profiles.
  2. Use the additional Spreadsheet Data Field dropdowns to select the other fields from your spreadsheet that you wish to map to fields within LibConnect.
    • After selecting the Spreadsheet Data field, choose the Field Type (System Field, All Types Field, or Type Specific Field) for the mapped field, then select the Field Name (Type Specific Fields will also require you to choose the Type prior to selecting the field) for the mapped field.
  3. To add additional rows for mapping, click the + New Row link. 
    1. Use the Clear link to wipe out the values for a previously added row.
    2. Use the Delete icon to remove a previously added row.
  4. Click the Next button to proceed to the review and execution of the data import.
    • Reminder: All the fields that are not mapped to a LibConnect field above will not be transferred -- make sure you have everything mapped that you want to transfer before proceeding.
selecting the fields to be mapped for the data import

Step 4. Review and execute the data import

Before executing the import, you have a chance to review the details of your mapped fields and run a test to check for errors and warnings. These steps will give you one final opportunity to confirm that your fields are mapped correctly and that LibConnect will be importing properly completed and formatted data.

  1. From the Review & Test step of the import, you can confirm that mappings between your spreadsheet fields and LibConnect's fields.
    • Mappings to system fields, fields for all types, and type-specific fields will be shaded in different colors to make it clear the type of fields that you will be mapping data to. 
  2. If the field mappings are correct, click the Run Test button.
running the data import test
  1. After running the initial test, LibConnect will update the Review & Test page with details of any errors or warnings that should be addressed prior to executing the import.
    1. The Errors tab will display any errors that must be corrected before you can proceed with the import.
      • For any errors listed, use the details provided to identify the spreadsheet row, error type, and expected format to make the necessary changes to your spreadsheet.
      • After updating the spreadsheet, click on the Upload step of the import to upload the newly saved version. Unless you need to adjust field mappings, after re-uploading you can proceed back to the Review & Execute step.
    2. The Warnings tab will display any warnings related to missing fields and formatting that you may want to, but do not have to, address prior to uploading. 
reviewing errors and warning for the test
  1. After correcting any errors and addressing warnings, and running a successful error-free test, you can click the Next button to allow LibConnect to run one final check.
prepping to execute the import
  1. When you're ready to proceed click the Execute button.
executing the import

Step 5. View the results of the data import

After executing the data import you will return to the Data Import page, where you will see your import listed with a "Running" status as LibConnect completes the import process. Please be patient as the processing of a data import can take a substantial amount of time if a large number of interactions are being created.

Example data import currently running
Example of a data import currently running

Once the data import has been completed, its status will change to "Complete" and you can view a report of the results. This allows you to review which records were created, and where errors were encountered.

  1. Click on the View Results link for the data import on the Data Import page.
viewing the results of a data import
  1. On the Results report you can:
    1. See the total New Interactions Created  from the import.
      • Click the number for the interactions created or the View Interactions link to see a list of the newly created interactions.
    2. In the event that there were any Errors with the import the total will be listed.
      • Click the number for the errors or the View Errors link to review the error log.
viewing the interactions and errors from a data import

Manage data imports

Each data import will have one of the following statuses:

  • Draft: the data import has been saved, but not yet executed.
  • Running: a temporary status that shows while a data import is being executed by LibConnect.
  • Complete: the data import has been completed.

All data imports, regardless of status or type, can be viewed on the Data Import page.

  1. Click on a Name to view general details about the selected data import.
    • For Completed data imports, you can see the general details of the import including totals for the number of created profiles, updated profiles, and errors.
    • For Draft data imports, you can see the general details of the data import's settings and links to edit the data import, if needed.
  2. See totals for the Records Created / Updated / Errors for any completed data imports.
  3. Use the Actions () icon for a data import for links to:
    • View: available for all data imports to see its general details.
    • View Results: available for Completed data imports to see the results on the success of the import.
    • Edit: available for Draft data imports to make edits prior to running.
    • Delete: available for all data imports to delete a record of the data import from LibConnect.
      • Deleting a data import will not delete any records that were created or updated by the import.
managing data imports