How to import new person profiles

In addition to creating individual person profiles, Admin users can also import profiles in bulk. Data is imported using an Excel spreadsheet template with multiple worksheets, one for each person type you've added. All you need to do is download the template, enter your data, and upload it to your LibCRM system.


Step 1. Download the Excel template

  1. Log into LibCRM and go to Admin > Import Profiles.
  2. Click the Download Excel Template button to download the import template for your system.
    • Important: the spreadsheet has embedded metadata that maps back to your LibCRM instance, so you must download and use this template. You cannot use a spreadsheet that you've created from scratch.

The Download Excel Template button

  1. Open the spreadsheet in Excel.
    1. After opening the Template, Excel may alert you that you are viewing the spreadsheet in Protected View. If this happens, click the red banner to view more info.
    2. Then, when viewing the file's Info, click the Edit Anyway button to enable editing.

The Protected View banner in Excel

The Edit Anyway button in Excel

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Step 2. Add profile data to the Excel template

The Excel spreadsheet template consists of multiple worksheets (In Excel, these display as tabs at the bottom of the window), with each one corresponding to those fields listed under Admin > Manage Form Fields > Fields for Person Types.

  • The System Fields worksheet will contain the "Person System Fields" listed under Admin > Manage Form Fields > Fields for Person Types.
    • This contains required fields for all Person Profiles, so you will always add data to this worksheet.
  • The Fields Applicable to All Types worksheet will contain the "Fields Applicable to All Types" listed under Admin > Manage Form Fields > Fields for Person Types.
    • These may include required fields, depending upon how you've set up your LibCRM system.
  • The remaining worksheets will correspond to the fields specific to each of your Person Types. These will be listed in the boxes below "Fields Applicable to All Types" under Admin > Manage Form Fields > Fields for Person Types.
    • For example, if your system has a "Faculty" person type, then your Excel template will have a "Faculty Fields" worksheet. This worksheet will contain the "Faculty Type Specific Fields" listed under Admin > Manage Form Fields > Fields for Person Types.
    • Each person type may include required fields, depending upon how you've set up your LibCRM system.

This means each person you want to import may have data spread across 3 worksheets (tabs) in your Excel template. The steps below outline how to add a person to the template.

  1. Under the System Fields tab, list each person you want to import:
    • For Primary Type, enter the Person Type to assign to that profile (as listed under Admin > Manage Form Fields > Person/Organization Types).
    • Enter the person's First Name and Last Name.
    • In the Owner Email, enter the email address of the LibCRM user you want to own that profile.
    • Enter data in the remaining fields as needed.

The System Fields worksheet in Excel

  1. Click on the tab that corresponds to the Primary Type you entered in Step 1.
    • For example, if you entered "Faculty" as the person's Primary Type, you would click on the "Faculty Fields" tab in the spreadsheet.
    • Use the same First Name and Last Name you entered for this person in Step 1.
    • Enter data in the remaining fields as needed.

A type-specific worksheet in Excel

  1. Click on the Fields Applicable to All Types tab to add data to those fields.
    • Use the same First Name and Last Name you entered for this person in Step 1.
    • Enter data in the remaining fields as needed.

The Fields Applicable to All Types worksheet in Excel

  1. When finished adding data to your template, save your spreadsheet in XLS format.
    • If you see a Microsoft Excel - Compatibility Checker warning message about potential loss of data and formatting, it is safe to click Continue and save anyway.
    • The maximum file size is 10MB. If your import file exceeds this size, try to break your import into multiple spreadsheets.

Excel Compatibility Checker message

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Step 3. Uploading and validating your template

  1. In LibCRM, return to the Admin > Import Profiles page.
  2. Click the Upload Bulk Import Job button and select your saved template.

The Upload Bulk Import Job button

  1. Your import file will be validated for errors and, when finished, added to the Current list of Bulk Import Jobs with a status of Pending. This process can take a while for large files, so please be patient and do not click the Back or Refresh buttons.
    1. The Errors column will indicate whether or not issues were found with your data.
    2. Click on the Details link to view a summary of the data and any errors that may have been identified.
    3. The Errors tab on the Details page will list a summary of the issues. Once you've fixed these in your spreadsheet, repeat the upload process.
    4. To delete a bulk import job, click on its trash can (delete_forever) icon under the Actions column.

The Current list of Bulk Import Jobs

The Errors tab on the Bulk Import Details page.

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Step 4. Executing the import

  1. When you're ready to proceed with the import, click on the job's execute (input) icon in the Actions column.
    1. If you are viewing the job's Details, you can also click the Execute Bulk Import Job button on the Bulk Import Details page.
    2. To delete a bulk import job, click on its trash can (delete_forever) icon under the Actions column.

The Execute icon in the Actions column

The Execute Bulk Import Job button on a job's Bulk Import Details page

  1. When prompted, confirm that you want to proceed by selecting the Confirm Insert checkbox followed by the Insert button. Otherwise, click Cancel.

The Confirm Insert prompt

  1. Once the import is finished, the job will update to a status of Completed in the Current list of Bulk Import Jobs.
    • Note: if you subsequently delete a completed job from the list, your imported data will not be deleted.

A job displaying a Completed status in the Current list of Bulk Import Jobs

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