Upload manual import (manual CSV import)

How to update your manual import  

If your SchoolMessenger Communicate configuration is such that you have your contacts established by an import you manage in an Excel CSV file, rather than an automatic data transfer, you must update your data when things change. Adding new contacts, removing old ones, or simply changing existing contacts’ data are all reasons to do so.

To update your manual imports:  

1. Log in to your Communicate account, navigate to the Admin tab, and then to the Imports sub-tab. 

2. If you do not already have the most up-to-date version of the CSV file you wish to use to update the import on your workstation and it is readily accessible, click Download for the data file you want to update to download the version as was last sent to Communicate.  

3. You can disregard this step if you already have the file on your workstation. 

4. Open the data.csv file you downloaded. 

5. When all changes have been made, save the file with the new changes. You can use File, Save, or click the button. 

6. When you save a CSV file in Excel, you will almost always be presented with a message warning you that by saving, certain formats may be lost (or something similar). Ensure that this is the document mentioned in this guide and not another important one, and you can safely say Yes to this every time. If you have made formatting changes like highlights, etc., or multiple sheets and want to retain that, the file will not work for these purposes. It must be CSV and one sheet. 

7. Back in Communicate, on the Admin tab and the Imports sub-tab, click Upload next to the import you wish to update. It is important to select the correct import file. If a file from one import is accidentally uploaded into another, it can cause data issues. 

8. Click Choose File.  

9. Select the CSV file (or a ZIP file containing a single CSV) you wish to upload and click Open.  

10. Click the Upload button.  

11. Your CSV should already have the inputs set up, so you can click Submit and Run Now to import the users.  

    Congratulations, your import data has been updated!  

To view your newly updated information, navigate to the System tab and then to the Contacts sub-tab. You can search for and find your new contacts.

• If you are unsure if you have this type of import or need assistance, contact SchoolMessenger solutions support at any time before making any changes to avoid data loss. 

• If this has been downloaded before, you may see a number in parentheses in the filename—this does not affect the way the data looks. Just make a note of the file name and make sure to open that particular file. For instance, if it is data(5).csv when you click Download this time, then open that one, and not data(4).csv, because that older file may be different from what you need.

• Every record must have a unique ID. It can be numbers, letters, or a combination of both (no symbols), but it must be exceptional for every contact throughout all the imports.

• The columns need to stay in the same order to preserve the import mapping in Communicate – each field (Phone 1, for instance) is mapped to a specific column in this file. If you need to add a new field of data, try to add it to the end of the existing columns. For instance, if you have columns A through F right now but need to add another email address, add it to column G instead of inserting it between the existing columns. If you need to update the column order, it is advised to call SchoolMessenger solutions support before updating the import after doing so to ensure that the mappings are corrected afterward. 

• CSV files cannot be more than one sheet and should have no special formatting.

The data file should open in Excel. You can change any names, phone or email information, or other data here.   

Add a contact

To add a new contact so that it will show up in Communicate when the import is updated, find the first blank line at the bottom of your contacts list. Ensure you add a unique ID in the appropriate field that is not the same as any other contact’s unique ID in any of your imports. Then, type the remaining information, such as name, phone, etc.  

Delete a contact

To delete a contact so that it will be removed from Communicate when the import is updated, find the row on which the contact is located and delete the entire row. If you think you may need their information in the future or if you’re required to retain it for some reason, make a backup of some kind before deleting the row.  

Update a contact

To update contact information so that the new information shows in Communicate when the import is updated, simply find the contact in the file and change whichever information needs to be changed.