It is only possible to import 1 email address at a time, how can I get several email addresses for one contact record into the system via an import?

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    Details

    It is only possible to import 1 email address at a time, how can I get several email addresses for one contact record into the system via an import?


    - All import related features within  GoldMine  only enable to map one field to the E-mail address within  GoldMine as the import features are only designed for 1:1 imports, means  1 source field matches 1 destination field.
    - This means only 1  email address from the source file can be directly imported as a  GoldMine E-mail address (applies also to Websites)

    - For example the following source files contain up to 3 email addresses per contact but the mapping options either allow ONLY one mapping  to the E-Mail Address or will only import ONLY one e-mail address as in  Excel Export feature.
     




    for *.dbf, *.csv and all other Import Contact Records wizards only one mapping is possible or it would concatenate the email addresses






    Resolution

    Further email addresses need to be processed differently and via one of the following workarounds

    [WORKAROUND A] - Setup and import further email addresses into user defined fields and  ,export the data with the ACCOUNTNO  + the user defined field and  re-import with updating a record with the matching profile option.

    Advantages:
    - the workaround A has usually a success quote of 100%
    -  the initial import needs to be performed only one time >> helps  to prevent mapping mistakes and also does not take to many resources  from the GoldMine system
    - necessary Export and Import profiles can be saved also for future use (these are simple profiles and running quickly as only per workaround execution only a few fields are necessary)
    - the email address records created via this workaround are marked as OTHER email addresses for the primary contact record

    Disadvantages:
    - requires additional user defined fields - as many as the amount of email addresses - 1 are available on the source file.
    - the workaround process needs to be run as many times as the amount of email addresses - 1 are available on the source file.

    [STEPS FOR WORKAROUND A]

    -  Make sure to have a full running backup of your database as a minimum,  prior performing all following steps, it is also recommended to perform  further full running backups of the GoldMine database at several points  of the workaround, for example after the initial import and verification  of the result and / or on each workaround execution per email address and verification as the re-import step.
    - It is recommended to perform this import and the related workaround outside of business hours and exclusive access to GoldMine is possible

    1. Verify how many user defined fields need to be available for the initial import >> as many user defined fields as the amount of email addresses - 1 >> for above Excel file which serves as import  file this means 2 user defined fields are necessary (please keep in  mind that email addresses may have up to 75 characters - CONTSUPREF 30  characters + ADDRESS1 40 characters -  so that the user defined fields  need to be setup as character fields / length 75 characters
    2. Log into GoldMine with master rights
    3. If applicable create the user defined fields via
    a. Tools >> Configure >> Custom Fields
    b. Button New
    c. UZMAIL1 (this makes the field only appear at the end of user defined field lists) + UZMAIL1 + Character + Len 75
    d. OK
    e. Repeat steps b. - d. as many times as user defined fields need to be created (here UZMAIL2 also)
    4. Once finished creating all necessary user defined fields >> Button Rebuild (all users need to be logged out)


    5.  Prepare the import of the file accordingly (while the steps may be  different on which import feature is being used - this can be any kind  of import >> for example also via the Import Wizard for *.dbf,  *.csv etc. files or Excel export to GoldMine - the most important step  is simply the mapping, whereby the one email address field is really  mapped as E-mail address while all remaining are mapped to the specific  user defined fields)
    6. Import the records



    7. Verify the results  in GoldMine (for example by the dBase expression tester  CONTACT2->UZMAIL1, see related KM # 19166, by putting the fields on a  user defined screen e.g. Admin) that the email addresses are imported as  expected 1 email address as an e-mail address and all further email addresses into the user defined fields


    - At this point a further backup would be recommended

    8. Create a filter or group with the imported contact records which have a value in UZMAIL1 and were created on the current day
    a. Tools >> Filters
    b. Button New
    c. Filter Name for example UZMAIL1 not blank and created today
    d. Tab Build
    e. UZMAIL1 Is not empty AND ACCOUNTNO begins with B51005 (please adjust as necessary)
    f. via Right Click >> Count  or the tab Preview >> Search All verify that the result is reasonable


    9. Export as *.dbf with ACCOUNTNO + UZMAIL1 (this requires local Administrator rights see KM # 15554) via
    a. File >> Import and Export >> Export Contact Records
    b. Export to a new file + DBF file
    c. Select the created filter from step 8. + Only the Primary
    d. In the Field Mappings select ONLY Accountno + UZMAIL1
    e. Enter a path and filename e.g. C:\UZMAIL1.dbf
    f. If such routines are necessary also in future >> Save as a Profile




    10. Re-import the file with updating a record upon a matching field (ACCOUNTNO) and now mapping the UZMAIL1 as E-mail Address
    a. File >> Import and Export >> Import Contact Records
    b. Import a new file + DBF file
    c. Select the file created from step 9.
    d. In the Field Mappings map Accountno to Accountno (a message will appear that this is only possible as a match field, which is the intention)
    e. In the Field Mappings map UZMAIL1 to E-Mail Address
    f. Button Profile Options
    g. Select the match-field to be used from the drop down AccountNo (uncheck all options) >> OK
    h. Overwrite the existing GoldMine record + Import matching records only
    i. If such routines are necessary also in future >> Save as a Profile
    j. Execute the re-import





    11. Verify several contacts if the result is as expected




    - At this point a further backup would be recommended

    12.  Repeat the steps 8. - 11. again this time for UZMAIL2 (means create the  filter, export the filtered records, and re-import with the same  options but this time with replacing from above steps the UZMAIL1 with  the UZMAIL2 field in all steps







    13. If applicable repeat the steps 8. - 11. as many times as further UZMAILx fields are filled
    14. if applicable delete the UZMAILx fields again (unless such an import routine will be repeated again at a later point)

    Additional notes:
    -  When an email address already exists in the database it will not be  re-imported again unless the system is setup to allow duplicate email  addresses (which is not recommended) 


    [WORKAROUND B] -  Import the same data several times whereby it is absolutely necessary to have a certain unique criteria in the source file, then run the merge/purge wizard upon this unique identifier field.

    Advantages:
    - no customization (user defined fields) necessary
    - Merge/Purge Wizard profile can be saved also for future use and needs to be run only 1 time

    Disadvantages:
    -  requires a unique field value per contact record available in the  source file (for example a CUSTID). Only having Company name, Contact  name, address fields available may lead to a failure quote
    - the import needs to be done as many times as  the amount of email addresses are available on the source file where  the original mapping must remain the same but the source field email address >> probability for mapping mistakes is higher and also usually does take much more resources from the GoldMine system as per import run several data needs to be imported again (depending on the merge/purge wizard afterwards)
    - via the merge/purge process all applicable records are merged and  appear as 'Duplicates' in the Additional Contacts list and will appear  as additional contact's related e-mail addresses (not linked to the  primary contact)
    - blank email address records and additional contacts may appear in GoldMine

    [STEPS FOR WORKAROUND B]

    - Make sure  to have a full running backup of your database as a minimum prior  performing all following steps, it is also recommended to perform  further full running backups of the GoldMine database at several points  of the workaround, for example after the initial import and verification  of the result and / or on each workaround execution per email address and verification as the re-import step.
    -  It is recommended to perform this import and the related workaround  outside of business hours and exclusive access to GoldMine is possible

    1. Prepare the import of the file accordingly (while the steps may be different on  which import feature is being used - this can be any kind of import  >> for example also via the Import Wizard for *.dbf, *.csv etc.  files or Excel export to GoldMine - the most important step is simply  the mapping, whereby for each import the next available email address needs to be mapped along with the unique identifier)
    2. In the mapping options of the import
    a. Map all non email address fields as desired
    b. Keep a note to which field the unique identifier (for example custid) is mapped
    c. Map the 'first' column of email address as email address
    d. Ignore currently all other email address columns
    3. Proceed with the specific import wizard / Excel export wizard and execute the import


    4. Verify some imported records in GoldMine

    - At this point a further backup would be recommended

    5. Repeat steps 1. - 3. again with this time mapping ONLY
    a. the unique identifier to the same field in GoldMine as set previously in step 2.b.
    b. Map the 'second' column of email address as email address


    6. Verify some imported records in GoldMine

    - At this point a further backup would be recommended

    7.  If applicable repeat step 5. and 6. as many times until all remaining  email field columns in the source file are imported into GoldMine

    - At this point a further backup would be recommended

    8. Create a filter or group with the imported contact records which were created on the current day
    a. Tools >> Filters
    b. Button New
    c. Filter Name for example Created today
    d. Tab Build
    e. ACCOUNTNO begins with B51005 (please adjust as necessary)
    f. via Right Click >> Count  or the tab Preview >> Search All verify that the result is reasonable  (this should be the amount of records in the original source file  multiplied with the amount of email address columns in the original  source file)


    9. Tools >> Data Management >> Merge/Purge Records >> Merge/Purge Records Wizard
    10. Select the filter from step 8.


    11. In the Merge/Purge Criteria Settings >> Button New
    a.  Select the field from step 2.b. (as this contains the unique identifier  for the imported records and will be the identical value for the  imported same records)
    b. Exact match
    c. Uncheck Match empty fields
    d. Weight to assign if the condition is satisfied: 60
    e. OK


    12. In the Merge Method select
    a. Keep the record that was Created First (as this contains also all other fields)
    b. Create Additional Contact of non-surviving record


    13.  as desired delete the duplicate record straight away or update a  certain field (will require later to filter and use the deletion wizard  or delete manually)


    14. If such routines are necessary also in future >> Save as a Profile
    15. Verify some of the purged records in GoldMine  (when using the straight away deletion, recount/preview the filter from  step 8 again as this time the amount of records should now match the  original source file or otherwise extend the filter and exclude the  updated filed from step 13 for example ACCOUNTNO begins with B51005 AND EXT4 <> TBD - please adjust as necessary)