Basic Biographic File Import
Basic File Import is the most fundamental way of creating segments in your Data Center account. A segment is defined as group of patrons who share some common characteristics identified as the segment year, segment type, and segment description. For example, 2018: Subscribers: Nutcracker.
The first step was to upload your data to Imports. Now you’ll launch File Import Wizard to import your data into Data Center which will make your data available for building Lists.
The overall process of Basic File Import follows these basic steps.
- Upload your file into the Imports page.
- Launch File Import Wizard to import your file.
- Indicate if your file contains patron contact information.
- Select your ticketing or CRM system.
- Select how you want to update existing segments, if applicable.
- Select your segmentation method.
- Map your column headings to TRG fields.
- Review and confirm your selections, Click Finish.
- A Data Analyst reviews your file mapping as a quality step.
- Your file is queued for import overnight.
This next section explains each selection presented during Basic File Import.
Click the more button 
for your file and select File Import to launch File Import Wizard.
Basic Import Steps
The first page during import asks you to provide file content details which tells Data Center what fields it should be looking for during import.
- Does your file contain patron contact info?
If your file contains patron names and addresses, phone numbers, and email fields, then select Yes. Selecting Yes ensures that you have an opportunity to map those contact fields during import.
You can select No ONLY if your file contains unique Patron ID numbers for each record AND you are set-up to import contact data separately from segment data. Contact help@trgarts.com for more information if you're not sure.
- Was your file exported from a commercially available ticketing or CRM system?
If you answer Yes, then you'll see From which ticketing system was the file exported? The drop-down menu shows all currently available systems in Data Center. If you select A system not listed here, then you'll be prompted to write to Help@trgarts.com and we will add it for you.
No could mean that you use spreadsheets to track your data or an internal tracking database. We do not add internal databases to Data Center, so this would be the best selection in that situation.
Add or Update
- How should the file be used to update existing transaction data in your account?
This step tells Data Center how you want to incorporate the records in your import file into existing segments. Add or update has nothing to do with the creation of a new segment since either selection will create a new segment if the segment does not yet exist. Here's what the two selections actually do.
- Update segments to match what's in the file will replace or overwrite existing data in the identified segment or segments with the records in the file. If you are importing data to a single segment, then this option completely replaces or updates all of the records for that one segment.
- Add new patrons from the file to existing segments will add only the new records from the file to any existing segment or segments. If you are importing data to a single segment, then this method will keep matching records and will import only the new records.
Note: Either method will create a new segment--if the segment does NOT exist in your account.
Segments
- How should the file be grouped into segments?
- The file is all one segment and I'll describe what it is
Selecting this option prompts you to manually name the segment.
Enter a year, type, and description that applies to all records in your file.
- The file has columns that indicate the segment for each record
Means that your file has three additional columns that indicate a Segment Year, Segment Type Code, and Segment Desc.
Mapping
Map columns in [name of file being imported] to Data Center columns- Your File Field appears in the column at left.
- Sample Data appears at center and is taken from the first record in your file.
- TRG Field is where you'll make your mapping selections. Click on Select... in that column and choose the TRG Field that matches your File Field.
- Search Fields allows you to search anything on the page.
- All, Unmapped, Mapped are filters that show each of those views.
Required pane at right shows the minimum required fields for Basic File Import.
- Patron ID only appears if you have indicated a commercial ticketing/CRM system.
- Address Line 1 is the street address and should not contain other data.
- City field in your file can contain city, state, and postal code data, and Data Center will parse it for you.
- Full Name or First and Last Name.
- State or Postal Code is required because an identical address and city can be in multiple states.
Refer to the Table - Basic Required Attributes for a complete list of all mappable fields.
Note: Patron ID, if indicated, is required and MUST be present for each record. If you have patron records that do not have a Patron ID, then those records will not load and will result in Validation Errors. The final review step indicates the number of records identified as validation error records, so you’ll have an opportunity to cancel import and change your selection or modify your file.
Review
- Review your selections: Data Center shows you the selections you made that affect your file import including the name of the file; how you want to update existing segments, and what segmentation strategy you want to use.
Validation Results
Data Center checks for potential validation errors in your file and will indicate the number of records affected. Look closely at any identified validation error before import.
Note: it is your decision whether to address potential validation errors prior to import or wait for the validation error report. You might address validation errors prior to import if it appears that all records will become invalid.
File Contents
Look closely at the file contents view to see what new segments will be created or what existing segments will be updated from the data in your current file.
Segment Description, Segment Year, and Segment Type Code show what segments will be updated or created in your account.
Count shows the number of records that will be assigned to the segments from this file.
New or Existing indicates if your import will create a new segment or update an existing segment in your account. Example, if the status shows New but you had intended to replace data for an existing segment, then review the three segment components before completion and make necessary corrections.
Click Finish if everything appears correct.
What happens after import?
If your file mapping is original, then the next step is a File Mapping review by a TRG Data Analyst to ensure that your mapping is accurate. The status prior to review shows Pending Approval but will change to Import Queued once the mapping is approved. New files always import overnight and are not immediately available. File imports require 1-5 business days to complete, though most imports happen overnight. The file status will change to Import Complete when finished and this indicates that the data is now available to use.