Getting your data into a usable format is the most important step in the Servant Keeper import  process. Taking the time to look at the data and make sure you have all of the fields that are available to import will save you time during the import process.



Important Requirements/Tips for Importing Membership Data into Servant Keeper 7


  • Relationships
    • If your program has a field that tracks a person’s relationship, be sure to export it. In  some programs this field is called Family Position, Family Role, or Family Relationship.

    • The Relationship field is important in joining the families together properly. The most  important are the Head of Household and Spouse.

    • If you do not have a relationship field in your exported data, it is important that  you add a relationship column in your spreadsheet before starting the import process. You will want to make sure that everyone that is a Head of Household, Spouse, Son, or Daughter is indicated as such.

    • In your relationship column, you can use specific titles (e.g. HoH, Spouse, Son, or  Daughter) OR you can use numbers to indicate each individual’s relationship (e.g. “1” for Head of Household, “2” for Spouse, “3” for Son, and “4” for Daughter).

    • Steps to add an additional column in a spreadsheet:
      • Open your spreadsheet.

      • Right click on a column header in the spreadsheet.

      • Choose the “Insert” option in the pop up box - this will insert a blank column  in the spreadsheet.

      • Name the column “Relationship”.

      • Insert a “1” for Head of Household, a “2” for Spouse, a “3” for Son, and a “4”  for Daughter in each corresponding row.

  • Family ID Number
    • If your current program has a Family Identification number, you will want to export  this information.

    • This number would be the same for each member of a family and will assist in joining  the families together properly.

    • If you do not have a Family ID number or the Family ID number field is incomplete,  we recommend joining families together using First by: Address, Then by: City. This will put everyone with the same Street Address and City together into a family. Everyone should have an address in the address field of the spreadsheet; if they do not, they will be put into a separate family and will need to be manually re-linked to the correct family after the import is complete.

  • Title
    • If you have a title field in your old system, you can export this information, but this  field is not required. If both the Head of Household and Spouse have a title, the family Mailing Name field will import similar to: Mr. & Mrs. John Doe. The spouse’s name will be dropped.

    • If either the Head of Household or Spouse do not have a title, the family Mailing  Name field will appear similar to: John & Mary Doe. The first names of the Head of Household and Spouse will be used.

    • If you prefer the more informal family Mailing Name (e.g. John & Mary Doe vs.  Mr. & Mrs. John Doe), you will want to do the following before importing:
      • Log in to the Membership Manager. Click on File | System Preferences.

      • Click on the Miscellaneous tab. Check the box that states “Do not use Mr.  & Mrs. or other titles when entering a new family profile”.

      • Click [Save]. Close the Membership Manager.

  • Preferred Name
    • This is basically the same as nickname or “goes by” name-- the name someone  prefers to be called (e.g. Jonathan’s preferred name is Jon).

    • If you have this field in your previous program, you are able to import it, but it is not  required.

    • If you choose to import Preferred Name, you have the option of whether or not the  Preferred Name is used when generating your family names (Directory Name and Mailing Name). Prior to importing: In your Membership Manager, click File | System Preferences. On the Miscellaneous tab, there is a preference that says “Use Preferred Name on reports and mailing labels”.
      • If this preference is checked (before importing), SK will create the family  name using the Preferred Name and Last Name (e.g. Doe, Jon and Mary).

      • If this preference is unchecked (before importing), SK will create the family  name using the First Name and Last Name (e.g. Doe, Jonathan and Mary).

    • If a Preferred Name is not present and this option is checked, the first name will be  used when creating the Directory Name and Mailing Name.

  • Gender
    • This field is highly recommended, but not required. If you have a gender field, we  recommend exporting that field. If you do not have a gender field, you can manually add gender to your individual profiles after the import process is complete.

    • Having gender information will allow you to create groups based on gender.

  • File Types
    • To import data into Servant Keeper, you will need to have your data in one of the following  file types:
      • .xlsx
      • .xls
      • .csv
      • .txt

    • The easiest file to work with and edit is the .xlsx or .xls file. These file types can be  opened in Excel. You will need to have Excel installed on the computer where you will be completing the import if you choose to use the .xlsx or .xls file type.

    • If you are using a .csv or .txt file, you will want to open the file in Notepad and make  sure that all of the text qualifiers are consistent. Here is an example of a .csv and .txt file where the text qualifiers are INCONSISTENT:



      Notice that there are double quotes around John, but not around Doe or Columbus.  Also, there are no double quotes between the commas after OH. Making sure that your text qualifiers are consistent will ensure that your data imports properly.

Before doing your import, you will want to make sure that your spreadsheet is set up correctly.  Below are some pointers on how to make sure your spreadsheet is ready to import:
  • You can have only 1 individual per row.

  • You can have only 1 field per column.
    • You can have only 1 phone number per column and 1 email address per column.

    • Fields such as City, State, and Zip Code have to be in individual columns. They cannot  be combined into 1 column.

    • If you happen to have a Zip Code that starts with a “0”, make sure to format the  column in Excel to be a Text field (instead of a General or Numeric field). If this is not done, Excel will drop the proceeding “0” in the Zip Code.

  • Make sure to review the “Important Requirements/Tips” section on Page 1 of this document.

  • Phone numbers (e.g. Home, Work, Cell, etc.) must not have extensions typed in the field. A  field with “(555) 555-5555 Ext. 2” will not import correctly. If a phone number has an extension, you can manually enter the extension in the appropriate “Ext.” field after your import.

  • Extra text fields are limited to 40 characters (including spaces). Be sure that any “extra text  fields” you plan to import are no longer than 40 characters.

  • It is recommended to ensure that all dates on your spreadsheet have a valid month, day,  and year. If any of the dates on your spreadsheet are missing a year, you have 2 options:
    • Option 1: Make sure the date column is formatted as a “Text” column in Excel--this  will prevent Excel from filling in the current year after the date. When importing your dates, if any dates only contain a month and day, make sure the “Replace invalid mm/dd in a date with 01” option is UNCHECKED on Step 2 of your import.

    • Option 2: Complete the incomplete dates on your spreadsheet before importing by  entering the correct year or by entering a “filler year” (such as “1900”).



List of Fields that may be Imported into Servant Keeper 7

Below is a list of fields that can be imported into Servant Keeper 7. This is an inclusive list, only  these fields can be imported into Servant Keeper. If you have other fields in the spreadsheet, they will NOT be imported.


Address

Env#
Gender
Address Line 2
Extra Date 1
Home Phone
Alt Address
Extra Date 2
How Joined
Alt Address Line 2
Extra Date 3
Last Name
Alt Carrier Sort
Extra Date 4
Marital Status
Alt City
Extra Date 5
Member Status
Alt Country
Extra Date 6
Middle Name
Alt Home Phone
Extra Date 7
Occupation
Alt State
Extra Date 8
Pager
Alt Zip Code
Extra Field 1
Preferred Name
Baptized Date
Extra Field 2
Relationship
Birth Date
Extra Field 8
Salutation
Carrier Sort
Extra Field 9
School Grade
Cell Phone
Extra Field 10
State
City
Extra Field 11
Sunday School
Confirmed Date
Extra Field 12
Title
Country
Extra Phone 1
Website
Date Joined
Extra Phone 2
Wedding Date
Email
Extra Phone 3
Work Phone
Email 2
Family ID
Zip Code
Email 3
Fax


Employer
First Name



It is very important to have your data in the correct format BEFORE beginning the import process.  Having data correctly formatted and following the instructions above will save you time in the import process.


Importing your Data

  1. Locate the “Servant Keeper 7 Import Tool” shortcut on your desktop. (See Figure  1) Double click on the icon to open the Import Tool and begin the import process.


  2. The Import Tool will open and display a window asking you to “select the file you  want to import.” (See Figure 2) Browse to where you saved your import spreadsheet and select it. Click the [Open] button to continue.



    You will see a Reformatting Import Data window. (See Figure 3) Depending on how many rows  and columns of data you are importing, this process may take several minutes to complete. After the data has been reformatted, this window will disappear.



  3. You will now see Step 1 of the import process. There are some important questions  that need to be answered here. (See Figure 4) Each item will be outlined in the section below.


    • Data has Header Row?: If the spreadsheet you are importing has a header row,  click the “Yes” radio button. If your spreadsheet does not have a header row, select the “No” radio button.

    • Start Importing at Row: If your spreadsheet has a header row, you will want to  start importing at row “2”. This way, you will not import the header row into your membership list. If your spreadsheet does not have a header row, start importing at row “1”.

    • Field Delimiter: This is the character in your file (comma, space, or semicolon)  that separates each value. The most common delimiter is a comma. If you are importing an .xls or .xlsx file, this option will be grayed out.

    • Text Qualifier: This is the character in your file (double quote, single quote, or  none) that tells the import tool where the field value begins and ends. The most common qualifier is a double quote. If you are importing an .xls or .xlsx file, this option will be grayed out.

      Click the [Next] button to continue to the next step of the import process.



      You will see a Re-assigning data view list window. (See Figure 5) Depending on how many rows and columns of data you are importing, this process may take several minutes to complete. When it is finished processing, this window will disappear.


  1. Step 2 of the import process is where you will choose your import date format,  how to join family members, family relationships, and school grades. (See Figure 6) Each of these items will be outlined in the section below.

    • Join Family Members Together - First By, Then By: If you have a column in  your spreadsheet that is common to all members of the family, such as Family ID, you can click the drop down arrow next to “First By” and select this field. When using “Family ID” in the “First By” drop down, leave the “Then By” drop down blank. If you do not have such a field, it is recommended to join family members together First By “Address” and Then By “City”. This will place everyone with the same Address and City in the same family.

    • Unlisted Home Phone Numbers: If you have a field in your spreadsheet that  indicates whether a phone number is unlisted, you can select that field in the “Unlisted Field” drop down menu. In the “Unlisted Value” field, select the value in your spreadsheet that indicates an unlisted number (e.g. True). If you do not have a field indicating whether a phone number is unlisted, you can simply leave both drop down menus in this section blank.

    • Date Format: This is where you will tell the Import Tool what format your dates  (e.g. Birth Date, Baptized Date, Wedding Date, etc.) are in on your spreadsheet. Use the drop down menu to select the format that matches the dates on your spreadsheet.

    • Replace invalid mm/dd in a date with 01: If you have any dates (e.g. Birth Date,  Baptized Date, Wedding Date, etc.) that do not have a valid month or day, it is recommended to check this box. This option will auto-fill 01 into any invalid (or blank) months and/or days. Example: If I import a Birth Date as “9/?/1990” and have this option checked, it will import as “09/01/1990”.

    • Family Relationships - Family Relationship Field, Head of Household,  Spouse, Son, Daughter: Click the Family Relationship Field drop down and select the column where your Relationships or Family Roles are stored. In the Head of Household, Spouse, Son, and Daughter drop down menus, select the appropriate values in each field. For example, in the Head of Household field, you can click the drop down and select the value that you used on your spreadsheet to indicate all Head of Household relationships (e.g. “Head of Household”, “HoH”, or “1”).

    • Gender - Gender Field, Male, Female: Click the Gender Field drop down menu  and select the column where your Genders are stored. In the Male and Female drop down menus, select the appropriate values in each field. For example, in the Male field, you can click the drop down and select the value that you used on your spreadsheet to indicate all male genders (e.g. “Male” or “M”).

    • Grade School - Grade School Field, Preschool 1 through Graduated: If you  have a column in your spreadsheet that has the grade school information, you will want to select that column in the Grade School Field drop down menu. In the Preschool 1 through Graduated drop down menus, select the appropriate values in each field. For example, in the Kindergarten field, you can click the drop down menu and select the value that you used on your spreadsheet to indicate Kindergarten (e.g. “Kindergarten” or “K”). If you do not have grade schools on your spreadsheet, you can skip this section.

      Click the [Next] button to continue to the next step of the import process.



      You will see a Re-assigning data view list window. (See Figure 7) Depending on how many rows and columns of data you are importing, this process may take several minutes to complete. When it is finished processing, this window will disappear.


  1. Step 3 of the import process is where you map the fields in your spreadsheet to  the fields in your Servant Keeper 7 program. (See Figure 8) To map the fields, double left click in the Mapped Data Field column next to the “SK Field Name” you would like to map. A drop down menu will appear. Select the appropriate value in the drop down menu that you would like to map to the selected SK field. For example, in the Last Name field, you can click the drop down menu and select the value that you used on your spreadsheet to indicate Last Name (e.g. “Last Name” or “Last”). If you do not have one of the SK Fields on your spreadsheet, simply leave that field unmapped. Click the [Next] button to continue to the next step of the import process.



    You will see a Processing Import File window. (See Figure 9) You will see the progress bar move as your records are being processed. Depending on how many individuals you are importing, this process may take several minutes to complete. When it is finished processing, this window will disappear.


  2. Step 4 of the import process will display how the data was mapped and how it  will appear in your Servant Keeper Membership Manager when the import is complete. (See Figure 10) Review the list of families on the left-hand side of the window and the individual information on the right-hand side of the window to verify that all of your data is set up to import properly. If you see anything that is not mapped correctly, click the [Cancel] button to go back to Step 3. If everything appears correctly in Step 4, click the [Complete Import] button to finish the import process.

    NOTE: If any families are displayed in red text on Step 4 of the import, this means that the  selected family (and/or individual(s)) already exists in Servant Keeper. By default, any families listed in red will be untagged so that they do not import and create duplicate records. If you would like to import the untagged family anyway, simply check the box to the left of their name to tag their record. Keep in mind that the import tool will NOT merge an imported record into an existing record--it will only create a new (duplicate) record.



    NOTE: You will notice a “View Import Log” button on Step 4 of the import process. Click the button to view comments about conflicting information or information (such as duplicate envelope numbers) that will not be imported. If you would like to print the Import Log, click the [Print] button at the bottom of the window. Click [Close] to go back to Step 4.

  3. After clicking the [Complete Import] button, you will see one last window asking  if you would like to continue with the import. (See Figure 11) Click [Yes] to finish the import.


  4. You will now see a window telling you how many families and individual records  were imported into Servant Keeper. (See Figure 12) Click [OK] to continue.


  5. The next window you see will tell you that the import has completed successfully  and ask if you would like to open the Membership Manager. (See Figure 13) Click [Yes] to open the Membership Manager to the login window. Click [No] to close out of the Import Tool and open Membership Manager at a later time.


  6. If you clicked [Yes] on the previous step, you will be taken to the Membership  Manager login window. (See Figure 14) Enter your User ID and Password, and then click [OK] to log in.


  7. When Membership Manager opens, you will be taken to your Main List. (See  Figure 15) On the Main List window, you will see all of the families and individuals that were successfully imported.



    NOTE: If you do not see your newly imported records on the Main List, click the Select Group drop down menu on the left-hand side of the window and select “All Family Records”.




See the video below as a guide for Using the SK7 Import Tool: