Step 1: Build an Import File

Whether importing data from another system or populating an Excel spreadsheet manually, it is best to follow some recommended steps to ensure that the data transfer is seamless and accurate. 

1. Decide on the Data

Are you creating new Subscriptions & Contracts or are you just updating the status of existing Subscription & Contracts? Is this a one-time import or a recurring import from another system? An understanding of how much data and how frequently you will bring it over helps establish the base for building your import file and the effort involved.

2. Download a Sample Import Template

For the import process to be correct, you must ensure that the data in import spreadsheets have a corresponding place in Ordway. Ordway’s sample templates serve as that reference sheet and base to build an import file. Each template includes all of the fields available to import when creating or updating records in the chosen object. For more information on field requirements for each object click here.

Example: The Subscription sample template file includes a separate tab for each object; Subscription, Plan, Tiers, and Transaction Posting Entries.

3. Export Existing Data

Managing your data comes with the need to update data in bulk. Generally, the easiest way to build an import file is by exporting existing Ordway data. We recommend using filters to limit the export to just those records you want to update. You may not want to update all of the fields listed in the export file, so either delete them or simply do not map them in the Import Wizard. Check out our Object Documentation articles.

Navigate to any module, filter the records you want to update, and click More > Export.

Read more about Exporting data. 

4. Perform Data Cleanup

Study your data and determine what really needs to be included in your import file. Whether you start with a sample template or build off an export, this process will include aggregating data from different sources and removing fields that do not serve a purpose. 

5. Build your File

When using the import wizard to update records, it is important to understand the following: 

• A blank cell in the import spreadsheet will overwrite/delete data in the corresponding field for that record in Ordway.
  
• We recommend building a file from an export to ensure you have all of the data you need to update. This is especially important for multi-object imports because the process will replace all of the child records with the data you provide in the file.
  Example: A Subscription has three charges, but you only want to update one charge, all three charges must still be included in your import file. This ensures that when the charges are overwritten there are new ones to replace them during the Subscription import.
  

When using the import wizard to create records, it is important to understand that:

• A temporary ID must be generated for the records in the import file when importing multiple objects such as Customers and Contacts together or Subscriptions, Charges & Tiers. The ID is required to link the parent object (i.e. Subscription or Customer) with the child object (i.e. charge or contact).
  
• When migrating data from Production to Sandbox or vice versa, we recommend turning on manual Document Numbering for all in-scope objects. This way you can export the data from one company and ensure the IDs in your new company remain the same upon import. This ensures a smoother data migration.

6. Format your Data

Here are a few quick tips on formatting data:

• To retain leading zeros for fields such as phone, zip code, account number, etc., format the column in the import file as text. Excel defaults to formatting these fields as numbers when a format isn’t specified.
• Make sure to use consistent date formats throughout your import file. Ordway exports dates in the format YYYY-MM-DD but oftentimes when you enter a date, Excel defaults to your preferred date format. Select the columns with dates and choose a format. This same date format must also be selected in the Import Wizard. 

7. Review your Data

As always, review your import file at least once before you import.