Top Tips for Using the Stakeholder Import Tool

When using the Stakeholder Import tool, it’s important to consider the following points:

• Plan your import approach
  Decide whether you want to import all data before going live with your new Tractivity system, or if you’d prefer to start with key information and upload the remaining data gradually as you continue your Tractivity journey.
• Review Subscription Preferences first
  Before importing data, ensure that the default Subscription Preferences are set correctly for the stakeholders you are planning to import. This ensures your stakeholders will be able to receive communications without issue (if needed).
• Assign ownership and responsibility
  Decide who will own and maintain the data after upload. Clear ownership helps ensure ongoing accuracy and accountability. The Account Handler and Account Group fields are useful for indicating ownership of your imported records.
• Review your mandatory fields
  If your data contains large gaps or if you are struggling to populate mandatory fields, consider whether users may face the same challenges when adding new Organisations or Contacts in the future.
• Standardise formatting
  Ensure consistent formatting for fields such as dates, phone numbers, and email addresses. Consistency improves validation success and overall data quality.
• Check for duplicates
  Review your data for duplicate Organisations or Contacts prior to uploading. This helps maintain data accuracy and avoids additional clean-up work later.
• Match your system drop-downs
  Data within your import sheet must match the existing system drop-down values to ensure new records are added correctly. You can review the existing values available in the Global/Project System Data areas of the System Admin menu.
• Start with a test upload
  Where possible, begin with a small test file. This allows you to confirm formatting, data mapping, and validation rules before committing to a full import.
• Review validation results carefully
  During the import process, your data will be validated. If validation fails, always check the summary document to identify errors in your import document.
• Allow time for review and correction
  Importing data is often an iterative process. Plan time to review errors, make corrections, and run further imports where needed.
• Think about future data entry
  Use the import process as an opportunity to review whether your current data structure supports long-term use. If something is unclear or difficult during import, it may also be confusing for users during day-to-day system use.