hi, i am working on a project to import some folks, about a few thousand to almost 15 thousand-- list hasn't been finalized yet.

What's the best way to import them without importing dupes? If they are already in the database, how do I add a new constiutency code to their record, without adding them in again?
if anyone has any suggestions, pleaase let me know.

Srey, Here is a knowledge base solution for alumni constituents BB217496 you can find more for organizations and other constituents through the knowledge base.

Ok, shows you how easy it is for me to forget, as I would also like to know how to import a rather large list but NOT import info that may already be in the database. Haven't seen any replies yet, other than an alumni solution offered by BB. Anyone have some simple instructions?

Thanks for the reply, I checked out BB217496 but it does not help in terms of preventing dupes and updating constituency codes. If you have any other suggestions, please post.

There is a check for duplicates checkbox you can use in the import module (on the general tab). It will not import any duplicates it finds according to your dupe criteria. You will need to check what your duplicate criteria is set at and decide if it needs to be changed during the import. You should also then check the box that says create an exception file. This should give you a file of all the people it could not import presumably because of a dupe. You should also check create control report to be sure you know exactly what the exceptions are. The problem then is that the duplicates that are found are not sent to an exception file with the RE import ID so you will need to look up each one to get the RE Import ID )or cons ID) before you can create an import file to add the new constituent code you want added. Does this help? *** my spelling is fine, it's my typing that stinks. Where is spell check? Melissa S. Graves Manager, Development Database & Direct Mail Planned Parenthood of Connecticut [Email Removed] 203-752-2804

I have only worked on our graduate import.But I did see that some of our graduates were already in the database so it would not import them again.Based off from SSN being duplicates.I think that the way to update people who are already int he database would be by select update existing records instead of importing new records on the general tab of import .

Your list seems pretty small - I have found the best way (for me) to be the evil way. I export data from RE (same fields as your new list to import)I don't have constituent id's with preceding zeros - if you do, use access or something else) Making sure I have Last Name and first name fields separate - I also export address, etc. (Make sure you have any 'codes' like Constituent ID or another filed that you may use for comparison - If I importor update folks from specific areas I always create a source code or filed to store the unique indicator from the database I'm importing from) I then bold this list and add a column at the end called RE and put RE all the way down. I then add the list to import to excel under the RE list (making sure it's not bold) and then sort by Last name and then first name and then City. I then eyeball records to see if any are dupes - If there are - I change the RE column to DUPE on the RE record, add the fields to import to this record and delete the import record. After I have gone through the whole list, I purge all remaining RE records that aren't dupes from the excel sheet. I break the remaining records that are not dupes off and import them into RE The remaining Dupe accounts get imported separately with their original Constituent ID as the key to the record. Hope this doesn't make people scream! :-) I do it this way because there were many years of bad data entry and I haven't had a chance to clean it all up and do all the merge/purge stuff I should. This keeps me from adding to the problem. Laurel Quaintance Friends of Bassett Manager,Fund Development Services Cooperstown, NY 13326 [Email Removed] 'please forgive my typing mistakes!'

I fully understand what you mean. Thanks, it does helps- though you're right, the dupe won't be sent to an exception so i will still need to look up constituent ids to update them. But this does helps!! Do you have a suggestion for duplicate criteria that you find works well? I use last names (10 characters) but sometimes it finds "dupes" that aren't dupes because the last name is same to first name.

I have found the duplicate criteria searching not to be very robust in RE. (I'm used to another system where you choose fields so you can add address criteria, etc.) That's why I export it and then eyeball it - that way I can catch the ones RE would miss ( Peg Smith & Maragaret Smith for instance) and dupes that I need to clean up in RE (duplicate addresses, misspeled names or nicknames - example: 123 Spring St Apt 1 & #1 123 Spring St James Smith and ames Smith James Smith and Jim Smith Dupe searching is always going to be a manual process - we also have many 'family' names where perhaps three generations have the same name so we can't rely only on the name fields for dupes. Laurel Quaintance Friends of Bassett Manager,Fund Development Services Cooperstown, NY 13326 [Email Removed] 'please forgive my typing mistakes!'

Dupe criteria is really dependent on your organization. If you are a national or large organization last name would never be enough. And you have to know that there is no perfect scenario. We are a statewide organization so On a daily basis (when not in import) we use LN, FN. But I use LN, CITY when I import whcih catches some non dupes but if I include first name and if the husband is in your database and their spouse is in the import file - that is not a dupe as they have different first names. It also may not catch some dupes if my address or the importing address is more current and they moved to a new town. This is much less common for us than the spouse scanario so that is why I stick to LN, CITY. *** my spelling is fine, it's my typing that stinks. Where is spell check? Melissa S. Graves Manager, Development Database & Direct Mail Planned Parenthood of Connecticut [Email Removed] 203-752-2804

Ok. got it. I was hoping that someone has figured out a way to make it work for dupes checking. Everyone, thanks for your suggestions, it definitely helps.

RE does let you specify which fields to search on. It's under Configuration > Business Rules > Duplicates > Criteria. There are separate sections for individuals and organizations. We're using Last Name (10 chars), First Name (5 chars), State, City (20 chars), and Zip (5 chars). It's actually VERY easy to test for duplicates in an import. Simply verify the constituent import with the "use duplicate criteria" checked. If your duplicate criteria are set appropriately, you'll catch the vast majority of potential duplicates without too many false positives. If you want to make it even easier, skip to actually performing the import (instead of just verifying) and create an exception file. All of your potential duplicates (and other exceptions) will be placed in the exception file to handle. Drew J. Drew Allen Children's Hospital of Philadelphia [Email Removed] Check out the user run RE Forum at http://reusers.server-planet.com/