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Oct 8, 2008

Converting Top Producer/ACT Databases

Top Producer Database Conversion Video

with Instructions

Here is the video that accompanies the handout below:
Click here for Video Demo

Export contacts into an Excel file (it will be in a .cvs format). Save it as a .txt (text tab delimited) and append “Ready” to the end of the file name: TopProCon.cvs would become TopProConReady.txt so that you can easily distinguish which is the proper file to import.


Everything that is space delimited will have its own column, so we " concatenate" where needed.

fir1 fir2 las1 las2 dir num l oc typ apt cty1 cty2 st --------zip
Mary Ann Jones Smith W
 15------- Main Ave #7 Santa Rosa CA 95038
Paul
Davis

27------
 Fir St.
Belmont WA 30544

Insert a blank column after fir2, las2, apt, & ct2 to amke space for the data to be combined .

fir1 fir2 FIRST las1 las2 LAST dir num l oc typ apt ADDR1
 cty1 cty2 CITY st -----zip
Mary Ann
Jones Smith
W 15---
 Main Ave #7
Santa Rosa
CA 95038
Paul

Davis


27---
 Fir St.

Belmont
WA 30544


MAKE SURE YOU LABEL THE BLANK COLUMNS TO MATCH FIELDS WHEN IMPORTING

  • To merge fir1 and fir2, type in: =A2&" "&B2 (into the new C column) and click on the check mark (to the left)
  • When you see that it merged things properly, click on the column with the two names, copy, then click on the row below and drag it to the bottom of the entries and click paste.
  • Cut and Paste that same formula into the new F & O columns to combine las1 and las2 as well as ct1 and ct2
  • To merge dir, num, add, typ, and apt, type in: =G2&" "&H2&" "&I2&" "&J2&" "&K2 (into the L column)

Save the file when all looks good, you’ll be able to upload the file: TopProConReady.txt to the account so you can import these contacts. Simply match the fields that are used in the column labels and match with the appropriate field in that account. Once the field match is done, name the file & then click on import (you may need to scroll down to see the results) & import all if it looks good.

  1. You may want to separate out your residential contacts from the business contacts in two separate Excel spread sheets.
    1. Residential contacts will have the physical address under the person’s name and
    2. Business contacts will need to have the business name go underneath the name and above the physical address. This is required by the post office for business mailings that are not home based

  1. To import people automatically into groups, you must pre-define these group names in your Excel sheet to be identical to the group name in your account OR you can import your groups, list all unassigned contacts, and then move that entire list into a group. If you use this method, you will want to make sure the place where all unassigned groups go is empty each time before you import.
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