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SMART: Data Loading

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In this video, we're going to demonstrate how easy it is to upload and manipulate stakeholder information within SMART. SMART's inbuilt data loader makes bulk loading stakeholder information quick and easy. Users have the option of loading data using a saved CSV or text file. Alternatively, they can use the available CSV template by downloading it in SMART.

Video transcript

The template includes a tag column. A tag is a word or phrase which you can attach to stakeholders' records allowing you to classify stakeholders in a particular way. Tags help describe a group of stakeholders and allow them to be found again by browsing or searching. Multiple tags can be attached to stakeholders by inputting the tags into the tag column in the CSV or text file and separating each with a comma.

The department drop down list allows a user to select which department within a company claim ownership over the uploaded stakeholders. Ownership of a stakeholder allows you to edit their details, communicate with them from the system more than three times a month, and highlights to the rest of the organisation that you have a relationship with the stakeholder.

Ownership can be requested from users in other departments at any time but requires approval from a super user. Once you have selected the department, choose the file you wish to upload using the browse button.

At the bottom of the page, the user can select which parameters SMART will use to read the data in the file being uploaded. A delimiter is a character that separates records within the file, whereas a qualifier is a character that encloses values in your text file.

For example, if you enter multiple tags into the column, each separated with a comma, you'll need to ensure that the text is enclosed using a qualifier. If you are using a package such as Microsoft Excel, the double quote qualifiers should be appended automatically. However, if you're using a text based editor such as Notepad, you will need to enter the text qualifiers manually as shown on the screen here.

When uploading your data, select your qualifier from the dropdown that matches the one you used in your file. When you're satisfied with your selection, click the Upload file button. Depending on the size of the file that you're uploading, it can take between one and twenty minutes for the file to upload.

Once the file has been scanned, the user has to map the uploaded document to fields in the database by clicking on the Confirm layout button. During this process, the user matches up the columns from the uploaded document with the fields they'll be inserted to in the database by using the dropdown lists. Once you're satisfied with the layout, click on the Confirm File button.

When the stakeholders from the list have been successfully uploaded into the system, you can create a new stakeholder list that can be used for sending communications or alerting them to upcoming events by navigating to the Stakeholder lists page.

Use the tag option to search for the tag that you attached to your stakeholders during the upload and click Count stakeholders. SMART will bring back every stakeholder in the system attached with the tag that you searched for. This selection can then be saved by inputting a selection name and clicking Save selection.

The created selection can then be exported for use in communications by giving the export a name and choosing your created selection from the selections list.

There is then a final opportunity for a user to review the list of stakeholders to be included in the list by selecting or deselecting them using the tick-boxes on the right side of the screen. Once the user is satisfied with their list, click and Confirm list saves the list as an export that can be used for sending communications and alerting the included stakeholders to upcoming events.