Formatting Your Import File

Does your contact file require some cleaning or data work?

Updated over a week ago

At Ecanvasser, we understand that import files come in various formats and sizes. Ensuring a smooth import process is crucial, as many support inquiries often stem from issues with contact file uploads. To help you navigate this process effectively, we've compiled a set of guidelines and Excel tips to enhance the formatting of your contact file.
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Import File Preparation:

1. Column Management:

  • Reduce Excessive Columns: Files with an excessive number of columns may face compatibility issues. Review your CSV file and limit columns to key data points.

  • Homogeneous Columns: Ensure uniformity by having one data point per column (e.g., Unit Number, Street Number, Street Name, City, State).

2. Text Formatting:

  • Text to Columns Function: If data is merged into one column, use the Text to Columns function in Excel to separate data. Be cautious of data shifting, and consider cut and paste if needed.

  • Concatenate Formula: Use Excel's Concatenate formula to merge data from separate cells into one for efficient data handling.

If you have data merged into one column you can use the Text to Column function in Excel to separate data from one cell into two, you just need to decide what you're using to break the columns (e.g. a space or comma). When doing this, data will shift and overwrite data in columns to the right, so you may wish to cut and paste the column you plan on using this on to the right hand side of your data set.

You can also use the Concatenate formula in Excel to merge data from separate cells into one.

The Concatenate function is one of Excel's text functions. It is used to join two or more words or text strings together. For example, sometimes data distributed over multiple columns in an excel spreadsheet is more efficient to use when combined into one column.

3. Contact Id

Tip: Adding a Contact ID as a unique identifier can facilitate data management, in particular where you plan to regularly update the same data set with further data points.

4. Data Review

Before Importing: Review your data and determine essential data points for import based on the campaign's size and context.

5. Enhancing data with Custom Fields

  • Custom Field Suggestions: Consider using Custom Fields to add specific data points for tracking or segmenting data (e.g., Current Provider, Party Member, Residency Type, Yard Sign).

  • Election/Voting History: Utilize the special custom field dedicated to Election/Voting History.

6. Preparation for Unknown Data:

Default Values: Create a column for import with default values (e.g., Unknown or False) to track data points without current information.

The most common example of this is where you have household or residential addresses only, therefore you don't have any data on the names of the household contacts.

In this case, you can populate the FIRST NAME and LAST NAME columns in your import file with default or placeholder text values such as Unknown Resident.

These can later be updated when this information is collected by your team as they interact with the individuals at those addresses.

Filtering for NULL Values

In Ecanvasser you can filter a data point for a value. For example, when you import a column for an Election, those who voted are marked with an X, but for those who did not have a blank cell, you will only be able to filter for those who have voted, not those who have not.
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As such, you may wish to update your database in excel to allow you to do so. To do so (assuming your elections column is column A), simply insert a new column, and insert this formula into the first row of it: =IF(A="X","Yes","No")

Filtering for X of Yย 

In Ecanvasser, you can filter for a contact who has voted in Election A, B, & C.
Or you can filter for A, B, or C.
If you wish to filter for someone who has voted in 2 of those 3 elections, you'll have to do a further work in Excel to achieve this.
Assuming your election data is in columns A through C, your formula would appear something like this: =IF(COUNTIF(A1:C1,"X"),"TRUE","FALSE")

By following these guidelines, you'll enhance the compatibility of your import file, ensuring seamless integration into Ecanvasser.

For any additional assistance, please don't hesitate to contact our support team.

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