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Overview
Importing proper contact data into Crisisworks will mean you can link them to records like requests and information, and enable you to access the contact from the Crisisworks App and call them with a single press from within the app. This will save time and improve accuracy during emergencies.
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Please read the general Importing Data into Crisisworks instructions before proceeding with Importing Contacts.
Importing
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contacts
You can import new contacts and update contacts in bulk via the Administration menu → Import Data
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Select Contacts as the import type, then on the next screen choose Contacts Import as the import option.
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On the import screen, there are a few options you can choose.
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Import Options
Event Id
For any new contact records you wish to insert into Crisisworks, you will need to either choose an Event from the drop down list or specify the Event ID in your spreadsheet for the record. If an Event ID is specified in your spreadsheet for a new item, it will override the Event selected on the Import Form.
Most of the time when import your contacts you will choose a global event so you can see the contacts in all events you have access to.
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Optional Tag
You can specify an optional tag to add to each record so you can easily identify all imported records.
Matching Id
There are three Matching ID options available to use when importing contacts, Crisisworks ID, Sign In Email and External ID fields.
Crisisworks ID
If you have exported your contacts using Crisisworks, you can edit these contact in bulk using Excel, then save as a csv file and then import/update them in Crisisworks using the matching rule Match or Insert on Crisisworks ID Field.
External ID
This powerful feature allows you to update your contact data from another data source, such as a payroll or CRM system, as often as you like, however you need to have already set the External ID for existing contacts, or if you are importing new contact ensure that the External ID is set in the import file using the reference id from the external payroll or CRM system. To import and match on the contact External ID field, choose the Match or Insert on External ID field matching id option.
Sign In Email
The Sign In Email address set for contacts that are also users can also be used to match on when importing/updating contacts.
Overwrite Rule
The Overwrite Rule works in conjunction with the selected Matching ID option.
When the Insert & Update option is selected, any contact that matches the selected Matching ID will be updated, otherwise new contact records will be created.
When the Update Only is selected, any contact that matches the selected Matching ID will be updated, otherwise the import data is skipped.
When the Insert Only is selected, all imported contact are created as new items.
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The system will not allow the addition of new contact users that share the same Sign In Email or External ID/External Source as existing active contact users. |
Import File
The import file must be in CSV file format. The fields contained in the file will depend on the type of contact data being imported.
To import changes to existing contacts, it may be easier to export them to a report first by selecting the appropriate contacts in the Contacts Datagrid data grid and clicking Export to Report. Once the report has been run, you can then click the "To CSV" button. This will generate a CSV file that is compatible with the import system. Make any necessary changes to the records in the CSV file, save it and choose this file to import.
Alternatively, you can download one of the sample Contacts CSV file files below and base your import on this file.
To remove data from a field, type the value "[NULL]" (without the quotes) into the cell. If this value is found, it will remove the contents of the field. You cannot clear contents of a required field.
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Please note: imports cannot be undone once they are imported. However , you can specify an optional tag to add to each record so you can identify all imported records. |
CSV File Format
The following CSV fields & rules are needed for the import to work.
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Download the Contacts Import sample CSV import file |
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run the import in Test Only mode to check for any errors prior to applying the changes. |
General Contact Import
There are only a minimum number of fields required if you wish i import a new contact that is not a User or Organisation.
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Download an example CSV file for a basic contact import. |
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Download an example CSV file with extended data for basic contact import. |
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User Contact Import
When importing contact as user where are addition fields that can be used, these include:
System User (required)
Organisation Name (must be an existing system organisation)
Sign In User Email (required)
Positions
User On Call
Subscribed to News & Major Updates
Subscribed to System Outages
Subscribed Software Updates & System Maintenance
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Download a sample CSV file for a contact user import. |
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The system will not allow the addition of new contact users that share the same Sign In Email or External ID/External Source as existing active contact users. |
Organisation Contact Import
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Download a sample CSV file for a contact organisation import. |
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Available Import Fields
Below is a full list of available fields that can be added to your CSV file. The Field column displays what the headings should be in your CSV file.
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Please Note - some fields have a default value which is applied to new contacts when that field is not specified in the import file. |
Your field heading | Description |
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Contact ID |
the id in Crisisworks. (Required field)
First Name
text (Required field)
Last Name
text (Required field)
the ID of the event the current contact exists in or the event to insert new contacts into.
Alternatively you can leave this field blank and choose the Event Selector on the Import Form when inserting new records
optional tags for the contact. Comma separated for more than one tag. Leave blank if not needed.
Alternatively, you can add a tag to the import form which will be added to every contact record imported.
The system ID for a contact record. If specified, it will attempt to find a match and if one is found it will update the contact record. To add new contact records, either do not have this field in your spreadsheet or set it to blank. | |
Contact Status | Status of the contact. Options are ‘1' (active) and ‘-1’ (inactive). Defaults is '1'(active). |
Contact Type | The type of contact record. Valid options, are ‘individual’ or ‘organisation’. Default type is ‘individual’. |
System User | If enabled, a system User Account will be created for the Contact allowing them to login to Crisisworks. Allowed options, 1, 0 , 'Yes', 'No'. Default option is 'No'(0). |
*First Name | Sets the contact's First Name. This is a required field and cannot be left blank. |
Last Name | Sets the contact's Last Name. |
Asset | Set the contact’s Main Location using a system asset by matching on the asset's code or address. If using the code ensure you use the property code configured for your site (ie propnum). |
Main Location | The contacts main location manual address. Enter an address into this field only if the contact's address is not an asset. |
Additional Address Information | For example, unit no, level or building name. Only available when the main location is a system asset. |
Event ID | The event id of the event to add the contact to. |
Organisation Name | The contact's organisation. This does not relate to Crisisworks' system organisation. |
Contact Position | The Job Title for the contact. This does not relate to Crisisworks' access positions. |
Primary Phone | A phone number for the contact. Used for communications when set at the preference in the SMS Communication field. |
Secondary Phone | A secondary phone number for the contact. Used for communications when set at the preference in the SMS Communication field. |
Primary Email | An email address for the contact. Used for communications when set at the preference in the Email Communication field. |
Secondary Email | An additional email address for the contact. Used for communications when set at the preference in the Email Communication field. |
Contact Notes | Some optional notes for the contact. |
Contact Tags | Optional comma separated tags for the contact. |
Contact Classifications | Enter the lookup label as a comma separated list. Refer to options available for the Contact Classification look up category. |
External Id | An optional External Id used to identify a contact in a separate external system |
, for example a Payroll No. Can be used for matching contacts |
when importing contacts into Crisisworks |
. Your data must be unique based on External ID, External Source, EventId and the Register ID. | |
External Source | Optional external source data to identify where the import data is coming from. Your data must be unique based on External ID |
, External Source, EventId and the Register ID. | |
Sign In User Email | The user's sign in email address. For new contacts that are set as users, this cannot be empty. |
Positions | A list of positions for a user, separated by commas. Please Note - if this field exists in your spreadsheet and it's left blank, any existing user's positions will be removed. If the field does not exist in your spreadsheet, existing positions will remain. Positions should be set by using the name of existing Crisisworks Positions. See Administration -> Settings -> Positions. If an organisation is specified in your spreadsheet, it needs to match the position's organisation. |
User On Call | Whether the user is on call. Allowed options, 'Yes' or 'No. Defaults is 'No'(0). |
Communications Sms | The phone option (eg ‘Primary Phone', 'Secondary Phone' or 'none') to use for email notifications. Default is 'none’. |
Communications Email | The email option (eg 'Primary Email', 'Secondary Email' or 'none') to use for email notifications. Default is 'none’. |
Receive SMS Alerts | Whether the user wants to receive SMS alerts. Allowed options, 'Yes' or 'No. Defaults to 'Yes'(1) if not specified. |
Receive Email Alerts | Whether the user wants to receive email alerts. Allowed options, 'Yes' or 'No. Defaults to 'Yes'(1) if not specified. |
Subscribed to News & Major Updates | Whether the user want to receive newsletters. Allowed options, 'Yes' or 'No. Defaults to 'No'(0) if not specified. |
Subscribed to System Outages | Whether the user wants to receive an email alert only for planned or unplanned outages. Allowed options, 'Yes' or 'No. Defaults to 'No'(0) if not specified. |
Subscribed Software Updates & System Maintenance | Whether the user wants to receive software updates & system maintenance. Allowed options, 'Yes' or 'No. Defaults to 'No'(0) if not specified. |
Expertise ID | For contacts that have an existing Expertise items that needs updating. If left blank, and other Expertise fields are included, then a new Expertise item will be create attached to the matching or new contact. |
Expertise Status | Status of the expertise record. Defaults to ‘Current’ (4) if not set. Options are ‘Current’ ('4'), ‘Expired’ ('6') and ‘Closed' (’-2'). |
Expertise Category | The Category of the expertise record. Refer to ‘Expertise Category’ look up category for available options. |
Area of Expertise | The Sub category or area of expertise. Refer to the 'Expertise Sub Category' look up category for available options. |
Area of Expertise (Other) | Set if the Category field is set to "other", otherwise leave blank. |
Expertise Level of Proficiency | The expertise Level of Proficiency option. Refer to the 'Expertise Level of Proficiency' look up category for available options. |
Expertise Completed Date | The completed date, if applicable, for the linked Expertise record. Format dd-mm-YYYY (eg 05-05-2022) |
Expertise Expiry Date | The expiry date, if applicable, for the linked Expertise record. Format dd-mm-YYYY (eg 05-05-2022) |
Expertise Details | Any additional information about the expertise record. |
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To remove data from a field, type the value "[NULL]" (without the quotes) into the cell. If this value is found, it will remove the contents of the field. You cannot clear contents of a required field. |