Importing Registration Requests Using CSV Files

You can import new registration requests into the Registration module by using a file saved in comma separated value (CSV) format. You must adhere to the guidelines for importing company and contact information described in “Importing Companies and Contacts Using CSV Files” .

Note: Import cannot be used to update registration requests.

General Import Requirements Summary

Here is a high-level summary of .csv file requirements:

The first row of the file (header row) must contain the same column headings that are mandatory in the user interface.

For example, for contacts, it would be Last Name, First Name, Communication Email, and Company ID. User ID is only mandatory when using the import to update profiles.

For example, for companies, it would be Company Name and Company ID.

The data values to be imported must start in the second row of the file (body rows). For example, Jones, Bob, bob.jones@example.com, CFO, ABC123, mycomp_id.

The parts of the file:

Key	Description
1	Header row.
2	Body row.

Upper or lower case letters can be used for most values. Only custom field values are case sensitive.

Use commas, tabs, or pipes to separate the information in each column.

Registration Import Requirements

The fields included in a .csv file depend on the stage and status (Open, On Hold, Declined, Completed) to which you want to import the requests, as well as the information included in the registration request.

These fields are required in the .csv file:

Basic information about the Primary Contact, Requester, and Company:

Primary Contact First Name Last Name Email Phone

Requester Requester First Name Requester Last Name Requester Email Requester Phone Requester Company Requested Date Assigned Date

Company Company Name Company Address Company City Company State Company Postal Code Company Country Company Phone

All required custom fields that the hub configured as mandatory for a request.

Unless the Auto Generate Company IDs field is selected for the hub (Admin > Community Settings), Company ID must be included.

To specify which legal profile to assign to a trading partner in a .csv file, use the identifier for the legal profile found in the first column of the Provisioning Configuration list page (Admin > Legal Profile tab). Map the identifier to the Legal Profile Form field during the import process.

Registration Import Requirements for Tabular Data

You can import tabular data during registration by using a file saved in comma separated value (CSV) format.

In addition to following the “General Import Requirements Summary” and the “Registration Import Requirements” , you must adhere to these requirements:

The first body row of a given company of the file is for non-tabular data.

The company name needs to be repeated for all rows of the tabular data.

Note: The company name must be in the first column of the file.

Tabular data can be entered beginning with the second body row for a given company.

In this example,

The company name is in the first column of the file.

Body row 2 (the first body row for the first company, TestCompany1902_1) contains all the non-tabular data for the first company.

The first company, TestCompany1902_1, is repeated in column A for all the rows of tabular data for that company (rows 3-14).

Tabular data for TestCompany1902_1 begins in column AV in the second body row for the company (row 3) and continues in subsequent columns AW, AX, AY, etc. and subsequent rows 4-14.

Body row 15 (the first body row for the second company, TestCompany1902_2) contains all the non-tabular data for the second company.

The second company, TestCompany1902_2, is repeated in column A for all the rows of tabular data for that company (rows 16-23).

Tabular data for TestCompany1902_2 begins in column AV in row 16 and continues in subsequent columns AW, AX, AY, etc. and subsequent rows 17-23.

Importing Registration Requests in a .csv File

Security roles: Community Administrator

Permissions:

Company Permissions > Import Companies

Contact Permissions > Import Contacts

When importing a .csv file, you are prompted to map or link each column header in your .csv file to a field that exists in the registration request. The column heading might be the name of a core field, such as Last Name, or it might be a custom field specific to your community, such as Hire Date. If a non-required field is not included in the .csv file, you select IGNORE for that field when mapping the fields in the request to the fields in the .csv file.

Use this procedure to import registration requests using a .csv file.

To import registration requests using a .csv file

1	Click Applications > Registration.

The Registration Requests tab opens.

2	Click Import.

The Upload the File page opens.

3	In Import File, click Browse to navigate to the file location, select the file, and click Open.

4	In Status, select a status, such as Open, On Hold, Declined, or Completed, to which you want the new requests set.

5	(Optional). Do one of the following to set the workflow stage to which you want the requests set:

If Open is selected, select Requester, Primary Contact, Pre-Approval, or Approval.

If On Hold is selected, select Requester, Pre-Approval, or Approval.

6	Click Next.

The Map the Fields page opens.

When you import a .csv file that contains tabular data, the Map the Field page contains sections for tabular data as well.

7	In the drop-down lists, specify the required, core and custom fields in your .csv file that correspond to the fields in the user interface.

Note: IGNORE is the default value for any core or custom fields that do not automatically match a column header value in the .csv file. If a field is not included in the .csv file because you are not importing it, keep the default IGNORE setting for that field.

8	Click Next.

The Preview Import page opens. It shows the values for the first row of your .csv file mapped to the fields in the registration request.

The Preview Import for tabular data displays.

9	Click Next.

The Import Queue page opens. It notifies you that your import file was added to the queue for processing.

After processing the file, Active Community sends you an email that details the number of rows that were successfully or unsuccessfully imported.

10	(Optional) In the email, click Download Reject CSV File, and review the Error Messages column for hints about how to fix the invalid data.

21.2 release. Updated April 7, 2021 OpenText Active Community User Guide PDF

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