Cleaning Addresses Using Merge Files and Import
It is common to discover that street addresses have not been entered consistently. Cleaning this up can be accomplished by using the Create Merge File function to export records to Excel, cleaning them in Excel, and then importing the corrected information back in to Silent Partner.
Step 1. Create your Merge File
From the Donor screen, click the "Merge File" button.
Select "Extensive" (codes amounts etc.), and under "Merge format" select .csv. Next, tell Silent Partner where to save the file.
Close the Merge Statistics window without making any changes.
Silent Partner will create a .csv file that you can open in Excel. Delete any columns you don't need to update.
Do not delete the donor number column (donorno), and be careful to keep the correct Donor Number with the correct information!
The Donor Number tells Silent Partner where to upload the changes.
The Donor Number tells Silent Partner where to upload the changes.
Do Not Delete
Step 2. Correct the information in Excel
Excel provides great tools for finding the address details you need to correct, and replacing these with the corrected information, which makes it much faster and easier for you to make the changes you want to see.
Step 3. Import the corrected information back into Silent Partner
As mentioned above, Silent Partner uses the Donor Number to match the information in your Excel spreadsheet with the correct record in Silent Partner.
- From the main green screen, select Maintenance > Import Data.
- Select the "Update existing addresses" option.
- If the file includes headers indicating what is in each column, mark that option "yes."
- Search for the file and follow the prompts to import the updated addresses.
- Select which fields from the spreadsheet to import, and click 'OK".
You only need to import those fields where you have made changes. For example, if you have been cleaning up street addresses, only import those fields. The more fields you import the longer the import will take.
Note: DONORNO field is mandatory (the donor number). You must search for, and include, this field in the Import.
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