Step 1: Generate an Import template
First, download your Import template from the Apricot Import tool.
Consider whether you're looking to only create new records, only update existing records, or do a combination of both with your import. When doing both, if a match is found between the information in your import and information already in Apricot, the import will overwrite anything in the current record. Otherwise, if the information does not have a match, the import will create a new record.
Then, check off which fields you're looking to import.
Note: Be mindful of your duplicate check fields, as any exact matches for these fields will either make your import unsuccessful if attempting to only create new records or overwrite all the records included in your import if attempting to only update existing records.
If you anticipate your Import template will always be the same, you can save a blank .CSV copy of the template to start each import from.
Note: It's recommended best practice to always start from a blank copy to prevent issues with your import.
Step 2: Clean up your data
Make sure to review the Import instructions carefully. Your data fields must match the exact order of the template, and your data must match the Import instructions exactly to be successfully imported into Apricot.
Follow these helpful tips for cleaning up your data:
Reorder the columns of your data to match the order of your Import template. This will make copying and pasting into the Import template easier.
Find duplicate values, and
Isolate values to identify blank cells or incomplete records, and make your values consistent (ex. in the case that different cell values say 'CA', 'Calif', and 'California', filter your results to those values and update them to all say 'CA').
Find and replace data that differs from how the values are presented in Apricot
For example, you can replace 'Part-Time' with 'Part Time' or 'M' with 'Male (Cis)'.
Use the X-Lookup or V-Lookup formulas to match data from one spreadsheet with another. Note: X-Lookup is considered more user-friendly.
You can match IDs on one sheet to names on another sheet, then transfer values from one to the other. Right-click to 'Special Paste' with the 'As Values' option in order to paste the values themselves and not the formula used.
Format cells depending on your data fields.
For example, changing the cell format to 'Zip Code' will retain a leading 0 within its value where Excel would otherwise drop the leading 0. In this situation, you can select your data range, click Format Cells, select Number, then Special, and choose 'Zip Code'.
You can also format cells to replace data with blanks, such as removing dashes from a Phone Number field.
Concatenate (or combine) values from multiple cells into one cell, such as First and Last Name fields or Address fields.
Use the text to columns feature to separate one field into multiple fields (the opposite of concatenating), such as separating a Full Name field into First Name and Last Name.
Once your data has been cleaned up, copy and paste it into your Import template for upload.
Note: Be sure to start your paste on cell B3. The import script may expand after you paste; this is expected and the script should not be touched. Refrain from editing anything in Rows 1 and 2 as well as Column 1 of your template.
Step 3: Import the file
You will need to save your data as a .CSV file in order to import to Apricot.
Note: .CSV files do not support multiple sheets in the workbook, formulas, or formatting (like bolded values or colored cells).
Download the file, then upload it into Apricot's Import tool. Review and correct any errors found, then re-import the file as necessary.