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OT 7.1 Import Tool Changes

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This document is intended for users of the Import Tool.  You can find a user-friedly list of import fields at the bottom of this page.  As always the most current Import Tool configuration can always be downloaded directly from the Import Tool itself.

Three New Membership Fields We’ve added the following membership fields:

• First Dues Date
• Dues Paid Thru Date
• Cope Last Payment Date

Names Can now be updated

• Last Name, First Name, Middle Name, Nick Name
• personTitle
• personSuffix

The corresponding overwrite rule setting for these fields defaults to “Preserve What is in OT” so if you are intending to replace the data in OT with the data in your import file be sure to edit the overwrite rules.

Three Link Fields rather than One In previous versions of Toolbox you could import only one Link field.  A problem arose when you needed to match on a link value as well as import a link value (for example, match on a Catalist ID and import a VAN ID).  You can now import up to three links and match on one you specify. 

• link1name/link1value
• link2name/link2Value
• link3name/link3value

Address Field Handling Improvements We’ve made some changes to the way the Import Tool handles data during the import process to ensure the quality of the data going into your Toolbox.

• If visit and mailing addresses are the same in the import file, one of the two will be dropped depending on whether the address is a mailing address(PO BOX) or not.
• County can now be imported independently of other home visit address data. In prior versions of Toolbox County data could not be imported into OT unless the person record also had home visit street address data. Home Visit County is now governed by its own overwrite rule. This creates some subtle idiosyncrasies:
  
  • When home visit address information is being updated by the Import Tool, the existing visit address in OT will be archived. This includes the county field regardless of whether the import file contained a county field.
  • When just county data is being imported, the pre-existing county data in OT is not archived.
• Similar to how we’d always formatted phone numbers, postal codes are now being formated by the Import Tool. So “946091234” would become “94609-1234”. Likewise “a0a0a0” would become “A0A 0A0”. Additionally, postal codes exceeding OT’s limit of 10 characters will be truncated. For example, “1234567890000” would become “123456789-”. The user is then warned about the potential loss of data during the Import Preview phase of the import.

Project Roles fields - You can now import up to three different Roles into three different Projects (or can import three different Roles to one project - or variations on this concept).  More information can be found here.

Bug Fixes

• The underlying change dates for home visit and home mailing address were not being properly re-stamped by the Import Tool. This has been fixed.
• Our proper text casing routine was faulty. For instance, “LAS VEGAS” would become “LAS Vegas”. We rely less on the length of a word now. We also consider whether a word appears to be a Roman numeral. This is very helpful when dealing with job classes.

June 16, 2009