The Import ID is a pivotal feature in Tern, especially useful for addressing unique identification challenges in contact management.
What is an Import ID?
An Import ID is a distinctive identifier for each contact in your Tern database. It's a combination of characters (including letters and numbers) that uniquely represents each contact. This identifier is particularly vital in situations where unique email addresses are not available or multiple contacts share the same email.
Why Use Import IDs?
Originally, Tern relied on email addresses for identifying and updating contacts. However, this approach had its limitations, such as:
Shared Email Addresses: Situations where families or groups use a single email address for multiple contacts.
Contacts Without Emails: Individuals like children who may not have personal email addresses but require tracking for important details (e.g., passport information).
Import IDs offer a more reliable and error-resistant solution for identifying contacts under these circumstances.
Creating and Assigning Import IDs
Generating Import IDs: You can create an Import ID for each contact. If a contact already has a unique identifier in your existing system, you can use that as the Import ID. Otherwise, you can generate a new one, ensuring it's unique for each contact.
Assigning Import IDs: When importing data into Tern, include the Import ID for each contact. This ID will be used by Tern to distinguish each contact, particularly when email addresses are not unique or absent.
Label the column: Label the column so it maps to Tern's Import ID field during import. The column can appear anywhere in your file, but preferably on the first column for easier visibility. Tern matches by the mapped column, not its position.
Where to find a contact's Import ID
Tern doesn't show a contact's Import ID on their profile. The Import ID is stored and used behind the scenes for matching during imports. If you need to know a contact's Import ID — for example, to attach historical trips — refer back to the file you used for your original contact import. If a contact was never imported with an Import ID, it doesn't have one, and you'll need to match using email and name instead.
Using Import IDs in Importing Process
When you import contacts into Tern, the system checks each row for an Import ID.
When you import contacts, Tern checks each row against your existing contacts and stops at the first match it finds:
Tern ID — if your file has a Tern ID column, Tern looks for an exact match first. If a Tern ID is listed but doesn't match any contact, that row is skipped rather than added as a new contact.
Import ID — if there's no Tern ID, Tern matches on the Import ID you assigned.
Email and name — if neither ID is present, Tern falls back to matching on email, last name, and first name (or preferred first name). Capitalization doesn't matter.
When Tern finds a match, it updates that contact with the new information from your file. If none of these match, Tern creates a new contact.
Assigning a unique Import ID to each contact is the most reliable way to keep records connected across imports and avoid duplicates. Additionally, ensuring that the Import ID is correctly added and formatted in your CSV file helps avoid duplicates and ensures seamless data integration.
Additionally, if a column like "Tern ID" is present in the CSV file but the IDs do not match any existing contacts in the database, those rows will be skipped rather than creating new contacts.
Best Practices for Using Import IDs
Unique Identification: Always use unique Import IDs for each contact to prevent duplication and ensure accurate data management.
Shared Emails: In cases of shared emails, prioritize using Import IDs to accurately differentiate between contacts.
Data without Emails: For contacts without email addresses, Import IDs are essential to ensure they are correctly identified and managed in your database.
Review CSV File: Ensure the file is formatted correctly and does not include unnecessary columns like "Tern ID" unless updating existing contacts.
Populate Required Fields: For agency-level imports, double-check that all required fields, such as "Contact Owner Email Address," are complete.
Test with a Small Sample: Run a test import with a small subset of your data to identify potential issues before importing the full file.
By integrating Import IDs into your contact management process in Tern, you can significantly enhance the accuracy and efficiency of your database management, especially in complex scenarios where traditional identifiers like email addresses fall short.
Troubleshooting Import Issues
When importing contacts into Tern, you may encounter situations where the import completes successfully but no new contacts are created. This issue often arises due to specific formatting or data-related problems in the CSV file. Below are common causes and solutions:
Common Issues
Presence of a Unique Identifier Column (e.g., Tern ID):
If your CSV file contains a column like "Tern ID" with values, the importer interprets each row as an update to an existing contact rather than creating a new one. If no matching Tern IDs are found in your account, those rows are skipped.
Missing Required Fields for Agency-Level Imports:
For agency-level imports, a "Contact Owner Email Address" column is required for each row. The import cannot be uploaded until each row has one. Rows are only skipped when the owner email is filled in but points to someone who is not an active member of the agency (that specific row is skipped with an "Agency owner not found" note). To exclude a contact from an agency import, remove its row from your file before uploading — leaving the owner email blank will not skip it, it will block the whole upload.
Rows Matching Existing Contacts:
If rows in your CSV match existing contacts based on identifiers like email or Import ID, the importer updates the existing records instead of creating new ones.
Troubleshooting Steps
Check for Unique Identifier Columns:
Open your CSV file and look for columns like "Tern ID." If present, remove this column unless you intend to update existing contacts. Save the file and re-import it.
Verify Required Fields:
If performing an agency-level import, ensure your CSV includes a "Contact Owner Email Address" column with valid email addresses for every row.
Confirm Import Results:
After importing, check the activity log of a contact to verify whether records were created or updated. Look for entries like "created via import."
Run a Personal Import:
If you are unable to meet the requirements for an agency-level import, consider running a personal import instead. This method does not require a "Contact Owner Email Address" column.
By following these steps, you can troubleshoot and resolve common issues, ensuring a smooth and successful contact import process.