Updating existing records

In the last lesson we went over how to import new records into the system. You can also choose to import a file in order to update existing records. For example, you may have an online form which your accounts fill out with their basic details. You can take the results of this form and directly update your accounts. The file setup and field matching should follow the same process explained for importing new records. There’s one important difference. When updating existing records, the system needs a way to identify which records to update. This is done by setting an ID field. To start, upload a file and select the Update existing records option.

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Now you’ll see a small table which appears above the field matching table. This table lets you set an ID field. This field will be used to match the records in your file with the system records, and must be identical in both the system field and the file. Try to select a field which only occurs once for each record, such as an ID number, phone number, or email. If the ID field exists in more than one record in the system, these records may be updated with the same information and thus have duplicate data. Once you’ve chosen which field you’d like to use as an ID, set the field for both the file and the system. 

To set the ID field which will be used from your files, first click the box under ID Field on file. This will open a searchable dropdown list of the fields in your file, where you can select the relevant field. Next, under ID field on record, select the system field which you’d like to use. To the right of your table, you’ll see either a green check or a red X and a message. The green check means that the system field you’ve selected does not appear in more than one record. If the X appears, there are multiple records which share the same value under the selected field. You can then switch the selected field to a field with a green check, otherwise duplicate information will be created in your system.

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Once you’ve set a unique ID field and matched the rest of your fields, click the Import button to update your records. This will start the process and bring you to the import log. Here you can check on the progress of your import. Under the Import Type column the word Update will be displayed if this log represents an import that updated existing records. 

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Using these methods you can create new records or update existing ones using excel files.