Business administrators can import contacts into NexJ CRM from a legacy system to a staging area in NexJ CRM using the Import workspace.

An example of the Import workspace is shown in the following screen capture:

The import process involves the following steps:

1. Your business administrator creates an import package that contains one or more CSV files, as well as information mapping the data in the files to the correct fields in NexJ CRM.
   This ZIP file contains the legacy data in comma-separated values (CSV) files and mapping files, which map the legacy data to your current database.

2. Your business administrator imports the data in the import package to a staging server. For more information, see Importing contacts.

3. Your business administrator and you can review the imported data. You can edit or delete imported contact records at this stage.
   For more information, see Reviewing staged data.
4. Review the suggested matches between the imported data and your existing database records.
   For more information, see Reviewing match results.
5. Process the reviewed data to integrate it with the data in your current database.
   For more information, see Processing reviewed data.
6. Complete the import process.
   For more information, see Completing the import.

Reviewing staged data

After your business administrator has imported contacts data, review the staged records by navigating to the Import workspace, and clicking on the import job to open the Import detail page, where you will verify that the data is accurate before you merge it with existing system records. During your review, you can remove old or outdated records that you do not want to import into NexJ CRM. Carrying out this review helps ensure a smooth migration of the data into NexJ CRM.

The banner on the Import detail page provides a summary of the import job. You will see that neither the Review staged data stage or Review match results stage have started.

The following screen capture shows an example of a contacts import:

• Review all records that were included with the import package.
• Modify a selected record by clicking the Edit button and updating basic biographical information. In the Edit dialog, you can also review but not update addresses, activities, user fields, communications, custom fields, and categories.

• Exclude a selected record from any further processing by clicking on the More Actionsbutton and selecting Delete. You can remove all records by selecting all of them and clicking Delete in the data table toolbar.
  

  Note

  If you discard a staged record, the action cannot be undone.

When you are satisfied that the contacts data is correct, submit the data for matching by clicking the More Actions button in the banner, and selecting Submit for Matching.

Wait while the matching process runs in the background. When the process completes, the banner displays that the Review staged data stage is "Completed" and the Review match results stage is "Waiting on User."

You can now review the ranked contact matches on screen.

Contact matching logic

When you submit contact data for matching, NexJ CRM uses algorithms to determine which contact data is new and which data is duplicated in NexJ CRM and should be consolidated with an existing contact record.

The following table lists the data fields that are used by NexJ CRM to match imported contact records and shows percentages for the quality of the match.

Contact matching data fields and match quality values

Before completing the import process, you will have the opportunity to review the imported records, and the match quality values, and to specify how to process staged contacts.

For example, for contact records:

• If only the gender matches, the match quality is 5%. This is considered a low quality match, so you may choose to create a new contact.
• If the last name, birth date, and Zip field match, the match quality is 75%. This is considered a high quality match, so you may choose to associate the imported contact record with the existing NexJ CRM record.

Reviewing match results

After the matching process has completed, you can review the match results, recommend actions for each record, and process the data. To check that your match data is ready for review, navigate to the Import detail page and review the match results in the Match column in the Staged Contacts data table. The system will automatically propose import actions that can be taken. For example, if it finds a contact record with an 100% match or a potential match, it will propose a "Merge" action that displays in the Action column in the Stage Contacts data table.

The following table describes the possible matches and proposed actions:

In the following example, potential matches have been identified by the system in the Match column, and the user has modified the import actions in the Action column to merge Bob Davis's record with another record, and to delete Bradford Lee's record.When the system has identified a match or potential match for a contact record, select the record, click the Review Match Results button , and review the Matches section in the Review Match Results page. The system may have already selected a record that is 100% match and may also propose a potential match that you can choose to select instead. The Quality column in the data table indicates the match's strength. You can also compare the data for a matched record and staged record in the Compare Details section.

Specifying import actions

After you have reviewed the match results, select import actions for selected records to indicate how they should be moved into the existing database. You can select one of the following actions for a selected contact record by clicking on a proposed action in the Action column in the Stage Contacts data table:

Next, proceed to processing the reviewed data.

Processing reviewed data

To execute a create, merge, or delete import action, you must process a staged contact. When processing contacts, you can submit them for processing one at a time or as a grouped list.

Before you process a record or all records in the Staged Contacts data table, confirm that the correct actions are selected for each record in the Action column. When you are ready, select the record and click the Process Selected button or select all records in the data table and click the Process List button in the data table toolbar.

Next, proceed to completing the import.

Completing the import

Complete the import to indicate that you have finished all work on the import package by navigating to the banner in the Import detail page, and clicking Complete Import.

After the import completes, the Status column for the import job on the Import workspace displays "Completed," the contact records become available in the system, and can be accessed like any other contact records.