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Addresses
Addresses are broken out by address type, and you can apply fields to the type of address that you’re importing, e.g. “Home”. A few fields – phone and e-mail – can be entered without specifying an address type. With these, IFI will try to find the best address to update, and if it can’t find one, it will create a “Home” address. Phone number fields do not have to be formatted, and if a default phone format has been set up, IFI will use that.
The “Bad phone number” and “Bad e-mail address” fields are special. These are used to mark a phone number or e-mail address as bad, and they work across all address types. To mark a phone number or e-mail address as not bad, just import that value into an appropriate field and VSys will remove the “Bad” flag.
IFI always updates or creates addresses by type, it never deletes them, so there is no “Action” field.
When importing e-mail addresses,
Action can hold “Append”, “A”, “Overwrite”, “O”, “Delete”, or “D”. These fields are not case-sensitive, and indicate what IFI should do for this person's availability. Specifying “Append” will add any given availability in the file to the person's existing availability. "Overwrite" deletes any existing availability and replaces it with the new records, but only does so if one or more new records are given in the import file. "Delete" imports any new records and deletes all of the person's existing availability regardless of whether new records are being added.
Certifications include background check requests and results.
Action can hold “Create”, “C”, “Update”, “U”, “Update/create”, “*”, “Delete”, or “d”. These fields are not case-sensitive, and indicate what IFI should do for this type of certification. Specifying “Create” will always make a new certification with this data, unless the person is not allowed to have more than one of this type of certification, in which case it will fail. “Update” will only update an existing certification of this type, it will fail if the person does not have one. “Update/create” will update an existing one if present, otherwise it will make a new one. “Delete” will delete an existing certification if present, and fail if the person does not have one. In the case of “Delete”, if more than one is present, IFI will work with the one which matches the effective date specified, if provided, otherwise it will work with the first one it finds.
You can import multiple types of certifications, each with a different action, since each action is associated with a specific type of certification.
General
When importing a record which involves a location, you can specify the location using either its hierarchical value, e.g. "Troy.RPI.Union.Room 308" or by its friendly description, "RPI Union room 308" as designated in the location's Full description field.
Interviews
Interviews are used for intake screening, evaluations, or even satisfaction surveys.
Action can hold “Create”, “C”, “Update”, “U”, “Update/create”, “*”, “Delete”, or “d”. These fields are not case-sensitive, and indicate what IFI should do for this type of interview. Specifying “Create” will always make a new interview with this data. “Update” will only update an existing interview of this type for the selected interviewee. If more than one of that type of interview exists, VSys will attempt to match on the interview date. “Update/create” will update an existing one if present, otherwise it will make a new one. “Delete” will delete an existing interview if present, and fail if the person does not have one. In the case of “Delete”, if more than one is present, IFI will work with the one which matches the type specified, and if more than one of that type exists, it will attempt to match on date as well.
Lists
Action 1, Action 2, etc. can hold “Add”, “a”, “Delete”, or “d”. These fields are not case-sensitive, and indicate what IFI should do to the current person for this list. For each list, if an action is not specified, it is assumed to be “add”. Note: you obviously cannot add or remove people in Intellilists from here.
People
Action can hold “Create”, “C”, “Update”, “U”, “Delete”, or “d”. These fields are not case-sensitive, and indicate what IFI should do for this person. Specifying “Create” will always make a new person with this data, unless the person already exists, in which case it will fail. “Update” will only update an existing person, and fail if the person does not exist. “Delete” will delete an existing person if present, and fail if the person does not exist.
“Delete” is very dangerous! It deletes the person and all of his information, including certifications, custom fields, letters, volunteer hours, and others with no further prompting.
Project people
Action can hold “Add”, “A”, “Edit”, “E”, “Edit/add”, “*”, “Delete”, or “d”. These fields are not case-sensitive, and indicate what IFI should do for this person. Specifying “Add” will always add this person, unless the person already exists or cannot be registered, in which case it will fail. “Edit” will only update an existing person, and fail if the person is not registered. “Edit/add” will edit the person if registered, or add if not. “Delete” will delete an existing person from the project, and fail if the person does not exist. “Delete” does not delete the person himself, just his registration from this project.
When editing an existing person, you can change the person’s role and/or delegation. Use the “New role” and/or “New delegation” fields for this. When adding or deleting a person, these fields are ignored.
Volunteer assignments
When importing new records here, if IFI finds a job slot which corresponds to the data provided, it will put the person into that job slot, otherwise a non-slot assignment is created, one which contains only as much information as you enter. Note: IFI will not let you create a job assignment which conflicts with any other assignments the person may already have in this project. If you’re deleting an assignment, only the start date/time and delegation need to be provided. If "Job" is provided, any "Job group" value provided is ignored. Instead VSys gets the job group from the job itself.