The Contacts template is used to import new or update existing contacts in Vega.
A new contact record will be created for every row in the upload file where there is no existing contact in vega with an exact match on any of the following. The import will check for active contacts and then possible inactive contacts -
- Match Entity ID - vega ID
- Scoperid - Org ID
- Account Name or (First Name and Last Name) and Email Address
- Account Name or (First Name and Last Name) and Mobile Phone
- Account Name or (First Name and Last Name) and (Address1 and Address2 and Suburb)
- Blank First Name and Blank Last Name and Email Address
Please note: If the Scoperid matches an existing record it will match on that alone. Please be careful when you use Scoper ID.
If there is a matching contact in vega then the imported data will update the existing contact.
Please note- the import tool does not check for duplicate records within the import file itself. If there are multiple records with the same details in one upload file it will create a new contact record for each. It is therefore important that any duplicates are resolved before uploading.
A system created attribute will be added to every contact created or updated by the Import, identifying the import name and date. The name assigned to each Import should be unique so that you have visibility of which import created the contact record.
After an import you can use the preset query All Contacts By Attribute (All) and choose Data Import as the attribute type and your specific import name as the attribute. This will give you all contacts who have been included in your import.
* Denotes a required field
| Template Field Name | Field Type (Length) | Creating a new contact | Updating a matched contact |
| ScoperID | nvarchar(50) |
This is a unique identifier for the contact record. For data migration, this will typically be the unique identifier for the Contact from your legacy system, not vega. This data will be populated into the Org ID field on the Contact. |
If the Scoperid matches an existing contact it will match on this alone. If a contact is matched on other fields and the ScoperID is populated in your template this will be updated on your contact. Leave this column blank to make no change to a matched contact. |
| AccountName | nvarchar(50) | This is the Name of the Account (usually first and last name or Organisation name) | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| Title | nvarchar(50) | This will match to your Title attributes in vega or create a new one where it does not exist. Added as the Title on the contact dashboard. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| First Name | nvarchar(150) | The first name of the contact, this is seen on the contact dashboard. This can be left blank where unknown. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| Middle Name | nvarchar(50) | The middle name of the contact, this is seen on the contact dashboard. This can be left blank where unknown. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| Last Name | nvarchar(150) | The last name of the contact, this is seen on the contact dashboard. This can be left blank where unknown. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| Suffix | nvarchar(50) | The suffix of the contact, this is seen on the contact dashboard. This can be left blank where unknown. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| Organisation | nvarchar(150) | The organisation of the contact, this is seen on the contact dashboard. This can be left blank where unknown. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| Job Title | nvarchar(100) | The job title of the contact, this is seen on the contact dashboard. This can be left blank where unknown. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| Salutation | nvarchar(100) | The salutation that you wish to use when addressing communications to this contact. If not supplied it will default to the contact's first name where this is populated. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| Branch | nvarchar(150) | The contact branch attribute to be added to the contact, if left blank this will add the default branch in your organisation. | This will be updated for a matched contact. Leave this column blank to make no change to a matched contact. |
| [The contact's primary address can be imported here as part of the contact record or, where there are multiple addresses for a contact, addresses can be imported using address import template where you can specify the address type. Any of these fields can be left blank if not required.] |
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| Address 1 | nvarchar(150) | The first line of the contact's primary address. | Please note- If any Address fields are entered in the template a new address will be created for the matched contact with these new values. |
| Address 2 | nvarchar(150) |
The second line of the contact's primary address. |
Please note- If any Address fields are entered in the template a new address will be created for the matched contact with these new values. |
| Address 3 | nvarchar(150) |
An additional third line of the contact's primary address when required. |
Please note- If any Address fields are entered in the template a new address will be created for the matched contact with these new values. |
| Suburb | nvarchar(150) | The suburb of the contacts primary address. | Please note- If any Address fields are entered in the template a new address will be created for the matched contact with these new values. |
| City | nvarchar(150) | The city of the contact's primary address. | Please note- If any Address fields are entered in the template a new address will be created for the matched contact with these new values. |
| State Name | nvarchar(150) | The state or region of the contact's primary address. | Please note- If any Address fields are entered in the template a new address will be created for the matched contact with these new values. |
| Country | nvarchar(150) | The country of the contact's primary address. | Please note- If any Address fields are entered in the template a new address will be created for the matched contact with these new values. |
| Post Code | nvarchar(20) | The postcode of the contact's primary address. | Please note- If any Address fields are entered in the template a new address will be created for the matched contact with these new values. |
| [The contact's primary communication details, including 2 email addresses, mobile, main and work phone numbers, can be imported here as part of the contact record or, where there are additional communication options for a contact, these can be imported using telecoms import template where you can specify the telecoms type. Any of these fields can be left blank where not required. |
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| Email Address | nvarchar(100) | The contact's primary email address to be used in any mass emails sent from vega. This must contain @ to be added. | A new primary email address will be added to the matched contact and any previous will be updated as not OK to contact. This must contain @ to be added. |
| Email 2 | nvarchar(50) | The contact's Alt Email which can be used when emailing directly from the contact. This must contain @ to be added. | A new Alt Email email address will be added to the matched contact. This must contain @ to be added. |
| Mobile Phone | nvarchar(60) | The contact's mobile phone number. | A new mobile phone number will be added to the matched contact and any previous one will be updated as not OK to contact. |
| Main Phone | nvarchar(60) | The contact's main phone number. | A new main phone number will be added to the matched contact and any previous one will be updated as not OK to contact. |
| Work Phone | nvarchar(60) | The contact's work phone number. | A new work phone number will be added to the matched contact and any previous one will be updated as not OK to contact. |
| [The Join Date, Active Flag and Ok to Contact fields MUST be populated but any of the other fields can be left blank where the default values are as required] |
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| Join Date* | date | The date the contact joined. If entered it must be formatted as DD-MMM-YYYY or DD/MM/YYYY, for example, 17-Jan-2021 or 17/01/2021. Please set this column as Date format in Excel. | This is always a required and will not be updated on matched contacts. |
| Active Flag* | bit |
TRUE or FALSE. When the contact is Active this must be set to TRUE, when the contact is not active this must be set to FALSE. This should match with the subtype of the Entity Status Reason attribute. |
This is always required and will update a matched contact's account status check box. |
| OK to Contact* | bit |
TRUE or FALSE. When the contact OK to Contact this must be set to TRUE, when the contact is not OK to contact this must be set to FALSE. This should match with the subtype of the Mail Status Reason attribute. This flag is used when sending emails from Engage in vega, only those marked as OK to contact will be sent emails. |
This is always required and will update a matched contact's mailing status check box. |
| Alert Note | nvarchar(500) | This is for any important infromation to be seen when viewing the contact. This is displayed in a highlighted box on the contact dashboard and can be seen when adding a payment. | If this is included in the template it will replace any existing alert message on the matched contact, with the new text. |
| [Two attributes can be imported to the contact as part of the Contacts import. If you require more than 2 attributes, a specific start date or closed status then the Attributes import should be used. If the attribute type or Attribute does not exist it will be created by the import. Ensure that the attribute details are correctly entered where your attributes have already been configured. Each attribute will be imported with the import date as the start date, an open status and an open end date.] |
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| Attribute Group 1 | nvarchar(100) | The attribute group of your first attribute to be added to the contact. | The attribute will be added to your matched contact. |
| Attribute Type 1 | nvarchar(100) | The attribute type of your first attribute to be added to the contact. | The attribute will be added to your matched contact. |
| Attribute 1 | nvarchar(250) | The attribute name of your first attribute to be added to the contact. | The attribute will be added to your matched contact. |
| Attribute Value 1 | nvarchar(250) | The attribute value of your first attribute to be added to the contact. | The attribute will be added to your matched contact. |
| Attribute Group 2 | nvarchar(100) | The attribute group of your second attribute to be added to the contact. | The attribute will be added to your matched contact. |
| Attribute Type 2 | nvarchar(100) | The attribute type of your second attribute to be added to the contact. | The attribute will be added to your matched contact. |
| Attribute 2 | nvarchar(250) | The attribute name of your second attribute to be added to the contact. | The attribute will be added to your matched contact. |
| Attribute Value 2 | nvarchar(250) | The attribute value of your second attribute to be added to the contact. | The attribute will be added to your matched contact. |
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Match Entity ID |
nvarchar(50) |
This is used to match to an existing contact on their vega ID. This will match regardless of the contact status and regardless of other details. Using this match criteria will ensure an update to an existing contact. | This is only used to match to your existing contact, there will be no change to the contact vega ID. |
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DPID |
int |
The Delivery Point Identifier for the Primary Address. This field is available when you click Show Advanced Options underneath the address fields. |
This can be included in your address advanced options when a new address is entered for a matched contact. |
| Entity Status Reason | nvarchar(50) |
This must be a valid Entity Status reason where entered. If not entered it will use your organisation's default active reason where the Active Flag is set to TRUE and default inactive reason where the Active Flag is set to FALSE. The Inactive Date will be used for the Entity Status Reason attribute start date when the Active Flag is FALSE. |
If this is left blank and a contact is matched then there will be no change to their existing entity status reason. If this is included for a matched contact the new entity status reason will be added. |
| Mail Status Reason | nvarchar(50) |
This must be a valid Mail Status reason where entered. If not entered it will use your organisation's default active reason where the OK to Contact Flag is set to TRUE and default inactive reason where the OK to Contact Flag is set to FALSE. |
If this is left blank and a contact is matched then there will be no change to their existing entity status reason. If this is included for a matched contact the new entity status reason will be added. |
| Inactive Date | datetime | The date the contact was made inactive. This must be in date format as DD-MMM-YYYY or DD/MM/YYYY, for example, 17-Jan-2021 or 17/01/2021. This is only used for the Entity Status Reason when the Active Flag is set as FALSE. | This can be used for updating a matched contact, as long as the Entity Status is FALSE. |
| Birth Date | date | The date of birth of the contact where it is known. This must be in date format as DD-MMM-YYYY or DD/MM/YYYY, for example, 17-Jan-1985 or 17/01/1985. | This will be updated on the contact, either added or replacing the existing birthdate when included in the template for a matched contact. |
| Source Campaign | nvarchar(50) | The name of the campaign that the contact was acquired through. This can be set to a default value, for example, Initial Data Migration where there is no equivalent in your legacy system. | This can be updated for a matched contact, include the name of the campaign action. |
| Gender | nvarchar(200) | This will create a new gender attribute where it does not exist in your organisation. The gender is displayed on the contact dashboard. | If this is left blank and a contact is matched then there will be no change to their existing gender. If this is included for a matched contact the gender will be updated. |
| Contact Category | nvarchar(100) | This will create a new contact category attribute where it does not exist in your organisation. | If this is left blank and a contact is matched then there will be no change to their existing contact category. If this is included for a matched contact the new contact category will be added. |
| Address Round | nvarchar(25) | This field is available when you click Show Advanced Options underneath the address fields. | This can be included in your address advanced options when a new address is entered for a matched contact. |
| Address Sequence | nvarchar(25) | This field is available when you click Show Advanced Options underneath the address fields. | This can be included in your address advanced options when a new address is entered for a matched contact. |
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