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Update Address Book Records from a Data File

In addition to creating new records in the Address Book by importing a CSV file (as described in Creating the Address Book Data File), you can also update the Address Book by importing a CSV file.

CSV File Format

The format of the import file is the same whether creating new records or updating existing records (as described in Creating the Address Book Data File).

Creating New Records and Updating Existing Records at the Same Time

• A single import file can be used to import new contact records and update existing records.
• The value of the Address Book's primary key field for an entry in the CSV file must match the primary key value in the Address Book.
• Any rows containing primary key values that do not match primary key values of records already in the FootPrints Address Book will create new records.
• Any rows containing different values for a contact will update the FootPrints Address Book.

Preventing Changes in Existing Records

There are two options to prevent changes to values in existing records:

• The field value must be re-imported, or
• Select Do Not Import on the Load External Data page where fields of the import file are mapped to fields of the Address Book (as described in Load External Data into the Address Book)
  • The Do Not Import option for a field is only recommended where NO values for that field in the import file need to populate or update the field of records in the Address Book

Therefore, the following is recommended in order to prevent changes to existing records:

1. Export the contents of the FootPrints Address Book to a CSV file (as described in Export Data ).
2. Change any field values as desired in the exported file.
3. Add new records to the file as needed.
4. Re-import the file (as described in Load External Data into the Address Book).

Removing Values from a Contact's Record

To remove or "empty" values for an existing contact's record, "no value" can be represented in the import file for the field by entering nothing in the placeholder for the field (e.g., ",," where there are no characters between the two commas).

Example

In the CSV file example below, the Company value will be removed, since the placeholder for the Company name has no value (between the two commas corresponding with the COMPANY field).

LAST NAME,FIRST NAME,USER ID,COMPANY,PHONE,FAX

Smith,Bob,[email protected],,212-555-1234,212-555-3232

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