Discussions

Expand all | Collapse all

Importing New Activities to Contacts

  • 1.  Importing New Activities to Contacts

    Posted 05-24-2020 14:52

    I have a batch of new activities that I need to import to existing contacts in my database. The issue I'm running into is that when I import these new activities they are created without a connection to a contact in the system (despite the fact that I have a unique Contact Record ID, Contact Name, etc listed for every activity). The system won't let me import the Contact Record ID with the spreadsheet so the activities are assigned to no one. The way I have designed the Add Activity is that the user must go through the Person's account to add an activity. We had an issue with our last database that people would quickly add activities to no one in particular so they were floating in limbo. Now, the way I have engineered this relationship is backfiring because the reference goes only one way. Is there any way I can "reverse engineer" this so I can assign multiple new activities to an already existing contact? Thanks! 



    ------------------------------
    Cecilia Mullan
    ------------------------------


  • 2.  RE: Importing New Activities to Contacts

    Posted 05-24-2020 14:56
    What is the key field for your parent contacts table?

    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 3.  RE: Importing New Activities to Contacts

    Posted 05-24-2020 15:14
    Hi Mark - it's the Record ID Number.

    ------------------------------
    Cecilia Mullan
    ------------------------------



  • 4.  RE: Importing New Activities to Contacts

    Posted 05-24-2020 15:58
    The usual way for these "one time" imports is to export the contacts table name and Record ID# to Excel and then use a VLOOKUP  (using the , false option)  to match up the name in the Activities table to the Record ID#, and then import and map the Record ID# into Related Parent Contact.

    If this was to be an ongoing process, then  there could be other solutions.

    Another approach if the Contacts Table is only used a a Parent to Activities, is to temporarily change the key field of Contacts to be the name field (you may need to make a text field equal to [First & Last Name] by formula and then change that field to a text field, and then import your activities which which I presume has the name field too.   When you import, you would map the name into the Related Parent Name field. and then once the children are attached to the parents, then change the Key field of the Parent Contacts back to Record ID#.  


    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 5.  RE: Importing New Activities to Contacts

    Posted 05-24-2020 17:11
      |   view attached
    Just to clarify - I do have the related Contact Record ID already matched with activities. The problem is that when I try to import, the system does not give me the option to import the Contact Record ID alongside the activities. I think this is because the Contact field in my Activities form is a lookup field (picture attached). Since these are "new" activities, they haven't been assigned Activities Record ID numbers (key field) by the system yet so this lookup field doesn't work. Do I need change the Record Key to something else for my Activities table (like, Contact)? 

    The Contacts table is also a parent to another table (engagements).

    ------------------------------
    Cecilia Mullan
    ------------------------------



  • 6.  RE: Importing New Activities to Contacts

    Posted 05-24-2020 18:34
    It seems like the only solution is to do your second suggestion - change the Key Record to be Contact Name and then once I've linked all the activities to the parent, switch the Key Field back to Record ID#. Do I have to undergo the same process for the Engagements table (the other child table of the parent) or will they re-link once I turn the Key Field back the Record ID#? Thanks!

    ------------------------------
    Cecilia Mullan
    ------------------------------



  • 7.  RE: Importing New Activities to Contacts

    Posted 05-24-2020 20:19
    If you want contact me directly and I don't mind doing a quick zoom to get you sorted out.

    ------------------------------
    Mark Shnier (YQC)
    Quick Base Solution Provider
    Your Quick Base Coach
    http://QuickBaseCoach.com
    mark.shnier@gmail.com
    ------------------------------



  • 8.  RE: Importing New Activities to Contacts

    Posted 05-25-2020 13:42
    Thanks Mark! I'm so sorry I'm just seeing this - I had to take a break. The switch from Record ID # to Contact as the Key Record is working great. Thank you for your help!​

    ------------------------------
    Cecilia Mullan
    ------------------------------