Import Address Updates

Import Address Updates

You can update the addresses of multiple Profiles by importing address changes from a comma-separated value (.csv) spreadsheet file.

The Import Address Update utility was designed to be used with address update services from the National Change of Address (NCOA) database. A typical workflow follows:

1. You export name and address data of Profiles to Excel. (Make sure to include the Profile ID.)

2. You send the file to the NCOA for the latest address information on each person or organization.

3. NCOA returns the file, with new data included in spreadsheet columns next to the old data.

4. You use the Import Address Update utility to import that new data into FIMS, updating the Profiles.

If you don’t use NCOA, you may find it useful to export Profile info to a spreadsheet, “clean up” the data in Excel, then import your changes.

You can use this import process to assist with the following:

• Address standardization.
• Abbreviation consistency
• Address consistency: Moving address line 1 to address line 2 - perhaps you have changed the way you address

• Spelling errors: Cities or other fields misspelled Updating changes to other fields - you might not have entered in various fields and now with to
• County code changes: We have various tools for modifying these, but this will give you direct control and review
• Phone format changes: We have a tool for modifying these, but this will give you direct selection control and review.  If missing area codes, you can edit them before re-import.
• Organizational name changes

Note: The tool only updates existing Profiles; it cannot be used to create new ones.

Warnings: 

• There is currently no automated procedure to restore Profile data following a successful address import. 
• Back up your FIMS database before running the utility. 
• Testing the utility in your Test & Learn database is also recommended.
• Blank entries will overwrite data in FIMS. Be sure all of the records you import have data in the 'New' columns. If left blank, then after the import that field will also be blank, removing any data that was there previously.

Once your .csv file is ready to be imported, you can import the address updates as follows:

1. From the main menu, select File Maintenance > Profiles > Import Address Updates. A message cautioning the user about the utility opens.

2. Click Close to confirm that you understand the FIMS Help cautionary message. The Import Address Updates window opens. 

3. Select the file to import by clicking the browse icon next to Input File field. Data from this file will be imported.

4. Set your import options:

• If you want to specify which rows in the spreadsheet to include, you can enter the first and last row numbers.
• Clear the Blanks Overwrite Data check box if you do not want FIMS to delete Profile field data when the equivalent spreadsheet cell is blank.

5. For each listed FIMS field, specify which spreadsheet column holds the old value and which holds the new value for that FIMS field. Choose carefully; you don’t want the city from the NCOA going into the Profile Default Salutation field.

• Be sure to identify which column the Profile ID code is in. This field is critical to make sure the right Profile is being updated in each case. The profile ID code must be in the spreadsheet and mapped to the correct column.
• Use the radio buttons in the top left to page through the list of fields for Profiles, Grantees, and Alternate Addresses.
• If you select None for the New Value of a field, that field will not be updated.
• If you want to update a FIMS field with a set value, select Select in the New Value dropdown; to the right, you can now enter that set value and all Profiles in the data file will be updated with the same data for that field.

6. Once you have completed mapping the FIMS fields to your spreadsheet’s columns, save your import settings by clicking Defaults. This will prevent you having to map the columns again each time you perform the same NCOA update.

7. To complete the import and update the addresses, click OK.

8. A report will appear detailing the changes you are about to make and include any errors in matching the current data between FIMS and your import document.

9. When you are ready to proceed, select Commit Changes.

Warning: There is currently no automated procedure to restore Profile data following a successful address import. As noted above, back up your FIMS database before proceeding.