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Step 1: Import your Data List

Once in the Lead Entity, you'll see an option in the navigation ribbon to Import. Clicking this button will launch the Import Wizard which steps you through the process.

  • Select your file: The file can be in a variety of formats but CSV is typically the format used. Your file can include a header row for easy identification, but this is optional. Your file can also include fields in any order. The only required fields are Email and Name, but it is strongly suggested that you include a field for Source. This field should contain a unique identifier for the file. You will search for the value in this field in order to find your imported records once they are in the system.
Note: The largest file that can be uploaded through the wizard is 8MB. Larger files will need to be split into smaller files. There are tools available online for free (such as CSV Splitter) which make this very easy. If you have several files under 8MB each, you can combine them together into one Zip file to upload them in one batch. 
  • Select Data Map: If you've previously mapped this type of file layout in the past and SAVED the mapping, you can select it here. This prevents you from mapping the fields each time you import this type of file layout. If you haven't saved a previous map, select Automatic Mapping.
  • Select Record Type: Here you will indicate the type of record you are importing. Select Lead.
  • Map Fields: This is where you will map the fields from your file to fields in Enrollment Manager. If you're using a header row in your file with field names identified, Enrollment Manager will attempt to map this for you. Any unmatched field names can be mapped manually.
  • Save Data Map: If you plan to import files with this exact same format in the future, you can save the mapping.
  • Monitor Progress: Once your import begins, you can monitor the progress by going to the Imports menu under My Workplace. Here you will see a list of all files imported and the current status. Each file will go through four Status Reasons: 

Submitted: This indicates that the file was successfully uploaded and processing has begun.

Parsing: This indicates that the file is being converted to XML for processing. This typically accounts for 45% of processing time.

Importing: This indicates that records are being created in Enrollment Manager.

Completed: This indicates that the process is complete.

 

When you import a record into the system, the process will use the email address to try and find a match among the existing Leads record: 
  • If no match is found, the record is created with a status of 'Open' and a status reason of 'New'.
  • If a match is found, the system will import both records. The newer record will be given a status of 'Disqualified' with a Status Reason of 'Duplicate'. The older record will be overwritten with the newer record's info and retain the status of 'Open' and 'New'.
When you import a record into the system, the process will use the email address to try and find a match.
If no match is found, the record is created with a status of 'Open' and a status reasoon of 'New'.
If a match is found, the system will import both records. The newer record will be given a status of 'Disqualified' with a Status Reason of 'Duplicate'. The older record will be overwritten with the newer record's info and retain the status of 'Open' and 'New'.

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