Review and Check for Duplicates

After you complete the Importer Begin Process steps, the imported data appears in the New Transactions tab. Before proceeding, carefully review the data to make sure everything is in the correct column.

If you find errors in the field mapping or defaults, you should delete all of the records in the New Transactions list and begin again. To delete all of the rows, select them all and click on Delete. Return to the Begin Process tab to start again.

If the data looks correct, your next step is to check to see whether the names you are importing already exist in ExceedFurther.

Unless you are sure that all of the imported names are new and not duplicates of data already in ExceedFurther, you should go through the duplicate checking process. In this process, each name, address, email and phone in your imported data is compared to names and addresses in ExceedFurther. There are three possible outcomes for each name:

  1. New Transactions - There is no match found. This is an entirely new name and importing it creates a new Household or Organization. If you are importing gifts, the gifts are added to the new Household or Organization. These transactions remain in the New Transactions list until you are ready to import them into ExceedFurther.
  2. Matched - There is a match found, based on the criteria listed below. These transactions are removed from the New Transactions list and moved to the Matched list. When these are imported, new names are not created. If you are importing addresses and other bio information, these are added to the existing matched record. If you are importing gifts, the gifts are added to the record for the matched name.
  3. Unmatched Duplicates - It is not clear whether there is a match or not. These transactions are removed from the New Transactions list and moved to the Unmatched Duplicates list. You need to review these names and determine if they are indeed a match to an existing record or whether they are new.

To check for duplicates, follow these steps:

  1. Open the New Transactions tab.
  2. Scan through the list of transactions to check for obvious errors, such as typos or misspellings in names. If you find an error, select that row and click on Edit. You can make changes to the name and address information. Note that these changes will not appear in the spreadsheet.
  3. If you wish to clean up addresses before proceeding, you can select a transaction that includes an address and click on the Verify Address or Show on Map.
  4. If there are transactions that should not be imported, perhaps because they are inaccurate or messy, select them and click on Reject. This moves them to the Rejected list.
  5. Select the transactions to be checked for matches. You probably will select all transactions for the first round. To select all, click on the check box that is in the header row for the list of new transactions.
  6. Click on the Automatic Match button.
  7. A list of criteria used to find matches is displayed. Click on OK to continue.
    1. A count of records in each category is displayed:
      1. Total Matched Records - these are moved to the Matched list.
      2. Total Unmatched Duplicates - these are moved to the Unmatched Duplicates list.
      3. No Match - these remain on the New Transactions list.
  8. At this point nothing has yet been imported into ExceedFurther. If you have transactions in the Unmatched Duplicate List, you should first clear those names by following these steps:
    1. Open the Unmatched Duplicates tab.
    2. Select a name in the list on the left.
    3. A list of potential duplicate names from ExceedFurther appears on the right.
    4. You have the following choices:
      1. If you see the correct matching name in the list on the right, select it and click on Match at the top of the list on the right.
      2. If you need more information to make the decision about what name matches, you can use the Search box at the top of the screen to look up any names to review in more detail.
      3. If you are sure that none of the names match, click on Send to New Transactions at the top of the list on the left. This puts it in the list with other transactions that did not match any names in ExceedFurther.
      4. If you want to reject the transaction and not import it, click on Reject at the top of the list on the left. This moves the transaction to the Rejected list.
      5. If you wish to import the transaction from this tab, click on the Import button on the top of the list on the left. Note that this assumes it does not match any name in the list on the right.
  9. Repeat Step b. until the list of Unmatched Duplicates is empty.
  10. The New Transactions list contains transactions that are entirely new, that is without matching names in ExceedFurther. These are ready to be imported. Each creates a new Household or Organization as it is imported. To import these, follow these steps:
    1. Select the rows to be imported.
    2. Click on the Import button.
    3. Click on OK to complete the import.
    4. Click on OK after you review the new counts of matched and unmatched records.
    5. The imported transactions are now in ExceedFurther. In addition, they appear in the Imported list.
  11. The Matched list contains transactions that involve updating bio information or adding gifts to existing records in ExceedFurther.
    1. If the import spreadsheet contains Bio information, the addresses, phone numbers, and email addresses are added to the existing record if they are not already there. You have the choice of adding these and marking them as preferred, or simply adding them and leaving the preferred address, email and phone as they were before the import.
    2. To import these, follow these steps:
  12. To add the new information without making it preferred, select the transactions to import and click on Import New.
  13. To add the new information, making the addresses preferred, select the transactions to import and click on Update Preferred.
  14. If there are transactions on the Matched list that you are not sure of, you can select them and move them to one of the other lists: Rejected or New Transactions.