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Notes for persons

Adds a note to existing persons without losing their previous notes.

Format
CSV (comma or semicolon), UTF-8
Access rights
Administrator, write contacts (CRM)
Example file
notizen-beispiel_technisch.csv (download)

In short: You write one person and one note text per row. vynst appends the text to the existing note instead of replacing it.

What you need this for

Your previous program often contains notes that should appear as a note in vynst, for example payment arrangements or special features. With this file you take over many of them at once.

Before you start

  • Rights: You need the access right Imports (Importe) and be an Administrator with write access for Contacts (CRM) (Kontakte (CRM)).
  • Persons: The persons must already be in vynst. Unknown persons are only reported in the log.
  • Caution with repetition: If the same file is imported again, every note is appended again. Import each file only once.
  • Backup: Before the import, export your persons.

Prepare the file

  • File name: Free choice, it must end with .csv. The file is recognised by its header row.
  • Header row: PERSON_IDENTIFIER,PERSON_NOTE. A semicolon instead of a comma also works.
  • Separator: Comma or semicolon. If a note text contains a separator, put the text in quotation marks "…".

Columns

Column Required Content Example
PERSON_IDENTIFIER yes Person number with prefix, as stored in vynst, or the imported ID of the person. A pure number is understood as an internal number. M-1001
PERSON_NOTE yes Note text. An empty cell skips the row. Zahlt zum Quartalsanfang

Example:

PERSON_IDENTIFIER;PERSON_NOTE
AFS_CSV_1001;Beitrag jeweils zum Quartalsanfang einziehen
AFS_CSV_1004;Übungsleiterlizenz bis 2027 gültig

Example file: notizen-beispiel_technisch.csv

How to proceed

  1. Open Settings → Import (Einstellungen → Import).
  2. Click Add (Hinzufügen) and select the file.
  3. Wait until the entry is green or red.
  4. Check the log for rows with Error:.
  5. Open some of the persons and check the note.

Good to know

  • Appending: If the person already has a note, the new text appears on a new line below it. Otherwise, the new text becomes the note.
  • No duplicate check: A second import of the same file appends the texts again. Check beforehand whether you have already imported the file.
  • Replace instead of append: If a note is to be replaced, use the file Change one field for many persons with the field Notiz (Note).

When something does not work

Message in the log Meaning What to do
Error: skipped missing PERSON_IDENTIFIER The person number is missing. The row then appears as LINE-DATA. Add it and re-import only this row.
Error: person not found The person cannot be found with this number. The row then appears as LINE-DATA. Check the number and re-import only this row.
Error: skipped empty line An empty row was skipped. Nothing to do.
Read: N rows This many rows were read. Nothing to do.
Info: split into N files The file was split into packages of 500 rows each. Nothing to do.
Error: less then one line The file contains no data rows. Check the file and header row.

See also