Data Imports

Imports

The Imports page is where contact sync files are uploaded to Yoppify, keeping your contact database synchronized with your billing system.

Location

Found under the Community section in the side navigation bar

Objectives

• Primary Goal: Allow users to import relevant contact data to their Yoppify instance
• User Benefits: Enables quick updates to the Yoppify contact base with minimal manual effort

Key Features

1. Bulk Import Capability

   • Import new contacts and locations
   • Update existing records
   • Maintain data synchronization

2. Import History

   • Track past imports
   • Review import details
   • Monitor data changes

3. Multiple System Support

   • Caselle integration
   • Custom CSV formats
   • Excel file compatibility

Tips and Tricks

Import Schedule

Set a monthly reminder to import updated contact data. This ensures:

• New customers are added
• Contact information stays current
• Disconnected accounts are updated
• Billing changes are reflected

Import Process

Caselle System Import

Step 1: Export from Caselle

1. Navigate to Reports → Table Lists
2. Select “Yoppify Contact Sync” report
3. Export to local storage
4. Save with descriptive filename (e.g., “2024-11_Contact_Export.csv”)

Step 2: Upload to Yoppify

1. Log into Yoppify
2. Navigate to Community → Imports
3. Click “Create New Import”
4. Configure import:
   • Name the import (e.g., “November 2024 Contact Import”)
   • Keep default settings
   • Upload the exported file
5. Click “Start Import”

Import File Formats

Supported Formats

• CSV (Comma Separated Values)
• Excel (.xlsx, .xls)
• Tab-delimited text

Required Fields

Minimum Requirements

Your import file must include:

• Account Number (unique identifier)
• Contact Name (First and Last)
• At least one contact method (email, phone)

Recommended Fields

Field	Purpose	Format
Account Number	Unique identifier	Alphanumeric
First Name	Contact given name	Text
Last Name	Contact surname	Text
Email	Primary email	email@domain.com
Phone	Primary phone	10 digits
Address	Service location	Full address
Customer Type	Classification	Text

Import Behavior

New Records

• Creates new contact entry
• Generates location if address provided
• Sets default preferences (all channels enabled)

Existing Records

• Updates contact information
• Preserves manual edits unless overridden
• Maintains communication preferences
• Updates location data

Manual Edit Protection

Contacts manually edited in Yoppify won’t be automatically updated by imports. This protects custom changes but requires attention to maintain sync.

Import History

Viewing Past Imports

• Access complete import log
• Review record counts
• Check for errors
• Download import reports

Import Details Include:

• Import date and time
• User who performed import
• Total records processed
• New vs. updated counts
• Error summary

Common Import Issues

Troubleshooting Guide

Issue	Cause	Solution
Duplicate contacts	Same account number	System updates existing record
Missing contacts	No account number	Add account numbers to source
Invalid phone numbers	Wrong format	Ensure 10-digit format
Failed email validation	Invalid format	Check for proper email structure

Import Best Practices

Recommended Workflow

1. Export fresh data from billing system
2. Review file for completeness
3. Create backup of current Yoppify data
4. Run import with descriptive name
5. Verify results in import history
6. Spot-check random contacts

Integration Points

Data Flow

Billing System
    ↓ Export
CSV/Excel File
    ↓ Import
Yoppify Database
    ↓ Sync
Contacts & Locations

Connected Features

• Contacts: Updated contact records
• Locations: Service address updates
• Tags: Maintain tag assignments
• Broadcasts: Updated recipient lists

Import Validation

Pre-Import Checks

• File format validation
• Required field verification
• Data type checking
• Duplicate detection

Post-Import Review

• Success/failure counts
• Error log review
• Data integrity verification
• Manual correction needs

Quick Import Checklist

□ Export data from billing system
□ Review file for required fields
□ Navigate to Community → Imports
□ Create New Import with clear name
□ Upload file
□ Start Import
□ Review import results
□ Verify random samples

🆘 Import Support

Getting Help

• Technical Issues: Contact system administrator
• File Format Problems: Review required fields above
• Bulk Operations: Contact Preston at preston@yoppify.com

Related Documentation

• Detailed Import Guide
• Caselle Export Process
• Troubleshooting Guide
• Contact Management

---