Load Name and Address Information

Overview of NA37

The Load Name and Address Information lets you update existing name/address records by running a formatted file against your constituent database. Only name records that aren't already tied to an existing borrower, investor, portfolio or health policy accounts can be modified. The file you use can be text, csv or excel, but MUST be properly formatted in order for the system to update records. The file format is:

#	Field	Data Type	Description
1	UniqueIdent	Char	Unique identifier, must be unique within the input file. Can be used to specify a PIN if the “Use unique identifier as PIN” option was checked. Used as the alternate ID if AlternateID is blank.
2	FirstName	Char	First name. For a non-individual, the first line of the church, organization, or company name.
3	MiddleName	Char	Middle Name
4	Last Name	Char	Last name. For a non-individual, this can be the second line of the church, organization, or company name if the Name2 field is not used.
5	Prefix	Char	“Mr”, etc.
6	Suffix	Char	“Jr.”, etc.
7	Gender	Char	M, or F. If blank, gender may be assigned based on prefix.
8	TaxID	Char	Tax ID / SSN
9	Address1	Char	Street address
10	Address2	Char	Street address second line
11	City	Char	City
12	State	Char	State code
13	ZIP	Char	ZIP or postal code
14	Country	Char	Country code. Leave blank for US, or “CANA” for Canada for example.
15	Phone1	Char	Primary phone number
16	AlternateID	Char	Alternate ID for constituent. If blank, the alternate ID will be “C” + UniqueIdent. If the AlternateID value already exists, the linked constituent will be updated; otherwise, a new constituent will be created.
17	AccountType	Char	I: Individual (default if AccountType is blank), F: Family, C: Church, O: Organization
18	Name2	Char	Second name line
19	AddressType	Char	Address type code. If blank, defaults to “H”ome.
20	ClergyStatus	Char	Clergy status code
21	CergyType	Char	Clergy type code
22	Ethnicity	Char	Ethnicity code
23	Email1	Char	Primary email
24	Email2	Char	Secondary email
25	ChurchPin	Char	PIN of member church. If specified, a “MEMB” relationship will be created.
26	AICodes	Char	Account information codes. These can be separated by a comma or a space.
27	Nickname	Char	Nickname
28	DateOfBirth	Date	Birth date: mm/dd/yyyy
29	Phone2	Char	Secondary phone number
30	Fax	Char	Fax number
31	Position	Char	Job position
32	Memo1	Char	Memo #1
33	Memo2	Char	Memo #2
34	Memo3	Char	Memo #3
35	SalutationNum	Numeric	Salutation number. 0 for default.
36	PhoneType1	Char	Primary phone type code. Defaults to “H”ome.
37	PhoneType2	Char	Secondary phone type. Defaults to “A”lternate.
38	EmailType1	Char	Primary email type code. Defaults to “H”ome.
39	EmailType2	Char	Secondary email type. Defaults to “W”ork.

Some notes regarding the fields above:

• Church PIN: If supplied, it will build a MEMB relationship between the PIN of the person/church updated to the Church PIN
• AI Codes: There are 2 AI Codes in this:
  • Input criteria for AI Codes: Adds these AI codes to all records processed
  • Input file AI Codes: Adds the AI codes to the specific record processed
• Memo lines: All 3 memos are processed in order, if there is an error adding one, it will not process the next one. The memos are added to the Names record
• Duplicate records being created: If the Unique Identifier is duplicated in the file, it will NOT build a duplicate Names and will report out “Duplicate record – Record ID = <number>”
• Identifying potential duplicates: The system will not identify potential duplicates. This process is too difficult to manage, especially if SSN/TIN isn’t used by the org (which MBF probably doesn’t collect it on most PINs)
• A zip code is required. If no zip code is present, the record will not import.

The process for finding Names Records from the file is:

• If the criteria states that the PIN is the Unique Identifier, it will use that value
• Next, if the Input Criteria has a relationship PIN/Code, it will try to find a PIN with the relationship to that PIN –based on Names that have the Alt ID the same. i.e. it will only find a person if they have an Alt ID that matches the file and a matching relationship to the input criteria
• Finally, if neither of those input criteria matches happen, it will find the first Name with the same Alt ID
• If the PIN is tied to a Borrower, Investor, Donor, Pension, Health Policy or Portfolio account, it won’t update
• If a PIN is found, it will tie to the existing Name record, otherwise it will add it as a new PIN

To run the update:

• From the DDI Connect main menu, double-click Name/Address System
• Double-click Utilities
• Double-click 37 Load Name and Address Information. The parameters screen will launch:

The following fields are available on this screen:

Field	Description
File name	Type the location and file name of the file, or click the folder icon to navigate to the file that you wish to use
Church/Org PIN	If you wish to update a specific church/org, you can do so by typing the PIN here or clicking the search icon to locate the pin.
Relation code	If you wish to update only those records with a specific relationship code, you can do so here. Type the code or codes, separated by commas, or click the list icon to select from a list of active relationship codes in the system
Print report?	If selected, the system will display a report of the update results when the process has finished
Update NA?	If selected, the system will update name/address records with any changes found in the file
Convert lowercase?	If selected, all lowercase fields will be converted. For example, if the name appears as john test in the file, it will be converted to John Test
AI Codes	If you wish to report only against one or more AI codes, you can do so here. Type the code or codes, separated by commas, or click the list icon to select from a list of active AI codes in the system
Source	If you wish to update the source field in the Name/Address record, you can do so here. For example, if the source of these updates is USPS, you could enter USPS in this field. On all applicable Name/Address records, the Source will be updated to USPS
Use unique identifier as PIN?	If selected, the unique identifiers in the file will be used as the constituent PINs for new records

Print Options

After clicking the Print Options button you will see the following options. Choose the desired options and click OK to return to the report parameters screen.

Option	Description
Printer	Click the drop down arrow to select from a list of available printers. DDI Connect uses your default printer unless told otherwise
Format	Click the drop down arrow to select from a list of available formats. Select paper size, number of columns, and number of rows for printing. Each report has built-in format defaults. Select “Use Defaults” to use the built-in report defaults. The number of rows and columns controls the print size and amount of information per page
Memo	If you wish, you can add a memo to the output of the report. NOTE: It is recommended that Word documents be saved with the .docx extension
View Report	This option generates a pdf file that is displayed on the screen when the report is generated
Archive Report	If this option is selected, the system will archive the report in the DDI Connect report archives. For information on working with archived reports, please reference this page: Archived Report Viewer
Print Report	If selected, the system will generate the report output to your default printer. NOTE: You will also receive a pdf version of the report, displayed on your screen
Print via PDF	Prints directly to your printer.
Email	This option allows you to send a .pdf attachment of the report to the indicated users' email addresses. When OK is clicked, a dialog box will open requesting a recipient
Duplex/Top	Prints the report on both sides of the paper in landscape style. The printer must be capable of printing on both sides or an error will occur
Duplex/Side	Prints the report on both sides of the paper in portrait style. The printer must be capable of printing on both sides or an error will occur
Green bar	Adds shaded, horizontal bars to the report, making it easier to read across columns
No dialog	Selecting this option means that no ‘Report Completed’ dialog will display after the report has been generated
Extra copies	If you want extra copies of the report generated, type the number in this field

When you are ready, click Start. The system will process the file and display the results. Click below to view a sample of the report output.