Spreadsheet Data Entry

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Introduction

Spreadsheet Data Entry Overview

Adding Flags

Removing Duplicates

Saving Changes and Spreadsheets

 

 

Introduction

The Spreadsheet Data Entry Page allows for quick editing of multiple contact records. This page gives you the ability to easily and rapidly find and remove duplicate records, enter in new contact records, and even add new ID Flags to contact records.

  • To access the Spreadsheet Data Entry page, hover the mouse over the Actions section of the Navigation Menu, hover your mouse overData Entry, and click Spreadsheet Data Entry in the sub-menu.

 

Spreadsheet Data Entry Overview

There are four ways to view and edit people records in the Spreadsheet Data Entry page. You can use the page to view and edit individuals in a contact universe, you can view and edit individuals that are located in a previously saved spreadsheet, you can review, edit, and remove records that are potential duplicates, and you can use the blank row at the bottom of the spreadsheet to enter in entirely new contact records. You can use any of these methods to add flags to these contact records, edit contact records, and save the list of contacts as a spreadsheet.

Displaying a People Universes

Use the Populate the spreadsheet with a Saved Universe drop-down menu to select the People Universe you would like to view in the spreadsheet below.

 

Displaying a Previously Saved Spreadsheet

Use the Load Saved Spreadsheet drop-down menu to select the spreadsheet you would like to view in the spreadsheet below.

 

Searching for Duplicates

Click the Identify Duplicates by Name or Email button to view potential duplicates in the spreadsheet below.

 

Adding a new Record

Use the blank row at the bottom of the spreadsheet to enter in at least the first and last name of the contact. Note: All other columns are optional.

 

Adding Flags

ID Flags can be added to records in the Spreadsheet Data Entry page, by clicking the Setup Flags to Assign in Spreadsheet button. This function can be used to add the flag to every record currently being displayed in the Spreadsheet Data Entry page or add the flag manually to each person record. The tutorials below require that at least one record is currently in the spreadsheet on the screen. Once you follow either one of the tutorials below, you will need to save your changes.

 

Adding Flags to All Displayed Records

  1. Click the Setup Flags to Assign in Spreadsheet link.
  2. Use the Question 1: drop-down menu to select the question that contains the flag you would like to apply.
  3. Use the Acquisition Type 1: drop-down menu to select the acquisition type to associate with the flag.
  4. Activate the Post to all records in spreadsheet? checkbox.
  5. Use the Response Code 1: drop-down menu to select the flag you would like to apply.
  6. (Optional) Repeat steps 2 - 5 for the other question sections.
  7. Click the Save button.
  8. Save your changes.

 

Adding Flags Manually

  1. Click the Setup Flags to Assign in Spreadsheet link.
  2. Use the Question 1: drop-down menu to select the question that contains the flag you would like to apply.
  3. Use the Acquisition Type 1: drop-down menu to select the acquisition type to associate with the flag.
  4. (Optional) Repeat steps 2 - 3 for the other question sections.
  5. Click the Save button.
  6. Use the Response Code 1 column to select the flag you would like to attribute to the person.
  7. Repeat step 6 until you had attributed a flag to all intended records.
  8. (Optional) If you have selected other survey questions in step 4, use the Response Code 2 and Response Code 3 columns to attribute flags.
  9. Save your changes.

 

 

Removing Duplicates

Duplicates in your contact database can be found by clicking the Identify Duplicates by Name or Email link that is located above the spreadsheet. This will return a list of possible duplicates in the spreadsheet below. Instructions for removing duplicate records can be found below.

Removing Duplicate Contact Records

  1. Click the Identify Duplicates by Name or Email link.
  2. Locate the duplicate record you would like to remove.
  3. Click the View Contact link in the row of the record you would like to remove.
  4. In the person details page of the record, click the Delete Person link.
  5. Close the person details page.
  6. Click the X button in the far left column of the record you just deleted.
  7. Repeat steps 2 - 6 until all duplicates are removed.

 

Saving Changes and Spreadsheets

In the Spreadsheet Data Entry page saving a spreadsheet and saving changes to people records are two separate processes. The spreadsheets created in the Spreadsheet Data Entry page can be saved and used again at a later time in the Spreadsheet Data Entry page. Below are instructions for creating a spreadsheet and saving changes to people records.

Creating a Spreadsheet

  1. Click the Save Changes button.
  2. Use the Spreadsheet Name text box to enter in the name for your spreadsheet.
  3. Click the Save button.

 

Saving Changes

  1. Click the Save Changes button.
  2. Click the Save button.