Create an external reference for new profiles

If your registration system doesn't allow the export of a unique identifier per profile you'll need to create one within your own data. As long as this field is unique per profile, the system will be able to match up profiles and automatically update and create profiles as needed. Often we create a combination field using the First name and Last name. 

To add and First Name Last Name external reference for new profiles follow the instructions to add the reference to your profiles spreadsheet data, then add to the Core

1. add an additional column after name columns in your excel spreadsheet.

2. In new column insert: =TRIM(1st first name cell under heading)&TRIM(1st last name cell under heading) for example: =TRIM(A2)&TRIM(B2)

This will then create the following:

First Name

Last Name

 

Kaitlyn

Mitchell

KaitlynMitchell

Campbell

Thomson

 

3. Pull down the new column (hover mouse in bottom right corner of cell until + appears, then drag) to repeat the new formula into the remaining cells for each profile

4. Title new column ‘External Reference’

5. Ensure there are no duplicates (people with the same name).

  • Select all of column C
  • 'Conditional Formatting’ > Highlight Cell Rules > Duplicate Values > OK
  • This will highlight any duplicates. If none appear, you are good to go.

 6. Select new cells, copy new cells and paste values (icon with paste clipboard and 123 written on it)

 

7. Save document and upload to the Core. Profiles > Bulk Import Profiles

  • Select File
  • Change reference field to ‘External Reference’ (this will check for pre-existing external references and make sure new ones are uploaded)
  • Assign relevant columns
  • Validate (ensure there are NEW profiles being created – any updated profiles should be intentional. If new list, should only be NEW profiles - if there are some being updated, you have a duplicated external reference)