Session Attendee Import

This page documents the process for mass-importing Session Attendee data into Salesforce.

Salesforce Admins can find additional documentation here: https://sites.google.com/gcloud.utah.edu/salesforce-team-wiki/admin-only/imports/session-attendee-import

Required Data

In order to import Session Attendee data into Salesforce, please submit a case including a CSV with the following information.

• Name: SessionAttendeeImport.csv

• Column Headers (please name exactly as indicated in the attached template file)

  • Session ID (18-digit Salesforce Session record ID)

  • Contact First Name (Contact record's first name)

  • Contact Last Name (Contact record's last name)

  • Email (Contact record's email address)

  • Status (Session Attendee RSVP status)

When creating the import spreadsheet, be sure to:

• Remove duplicate Contacts

• Remove invalid email addresses (e.g. test@test.com, helloworld@gmail.con, etc)

• Remove records without FirstNames and LastNames

• Capture the correct Session Id from Salesforce (18-digit record ID found in URL)

Screenshots of a sample import file and the location of the Session ID are below. A template import file with appropriately named column headers can be found here: https://uofu.box.com/s/i8ce3n3lqoos9kxxtzj7lw2jooiz1a5l

Record Matching Behavior

When mass-importing Session Attendee records, the system will perform the following work:

1. Match Contacts
   The system will attempt to find existing contacts within Salesforce using the following criteria. If a matching contact is found, it is NOT updated. If a contact is not found, a new record will be created in the next step.
   -Primary Email + FirstName + first 2 characters from LastName
   -Alt Email + FirstName + first 2 characters from LastName
   -Secondary Email + FirstName + first 2 characters from LastName
   -Umail Email + FirstName + first 2 characters from LastName
   -Peoplesoft Additional Email + FirstName + first 2 characters from LastName
   

2. Create New Contacts
   For records where a contact was not found in Step 1, a new contact will be created. Only the FirstName, LastName, and Email fields will be populated with data from the import CSV.
   

3. Match Existing Session Attendees
   The system will attempt to find existing Session Attendee records using the Session ID and Contact ID fields. If a matching Session Attendee is found, it is NOT updated. If a Session Attendee is not found, a new record will be created in the next step.
   

4. Create New Session Attendees
   For records where a Session Attendee was not found in Step 3, a new Session Attendee will be created. Only the Contact, Session, and Status fields will be populated with data from the import CSV.

Backups of all files from this process can be found in the following directory. You may need to ask your Salesforce Administrator for access.

\\files.business.utah.edu\Secured\FTP\SessionAttendeeImport\Archive