Contact Details guide

The following details how to work with contact data. iDMS will follow the same rules as iMIS for creating new contacts. For how to delete contacts, see the Delete Action Guides.

Complexity

Beginner

EMS Compatible

Yes

iMIS 2017 Compatible

Yes

Actions

Insert, Insert w/ Matching Help, Update, Insert / Update

Mapping

Review the following required and optional mappings.

  • Required
    • iMIS ID - The ID of the contact. For updating individual records, the iMIS ID field is highly recommended when updating data in iDMS. For the Insert feature, iMIS will automatically select the next available iMIS ID for the contact if no iMIS ID was mapped or recorded.
  • Optional
    • First Name - (recommended) The first name of the contact. If you are creating a new contact record, first name is required.
    • Last Name - (recommended) The last name of the contact. If you are creating a new contact record, last name is required.
    • Member Type - (recommended) The member type for the new record. It is highly recommended to set your member types when processing an import, otherwise system defaults will assign a member type.
    • Organization ID - (recommended) The ID of the contact’s organization.
    • Organization Name - (recommended) If you are creating a new record for an organization, an organization name is required.
    • Status - (recommended) The status for the new record. To mark a record for deletion, set the status to D.
    • Billing Category - The billing category for the new record.
    • Birth Date - The birth date of the user.
    • Chapter - The chapter associated with the contact.
    • Designation - The designation associated with the contact.
    • Email - The email associated with the contact.
    • Entity Code - The code identifying the record (contact, organization).
    • Fax Number - The fax number associated with the contact.
    • Gender - The gender associated with the contact.
    • Home Phone - The home phone number associated with the contact.
    • Informal Name - The informal name associated with the contact.
    • Major Key - An identifier associated with the contact.
    • Mark Contact for Erasure - Specifies if the contact is marked for erasure. To mark a record, set this field to either 1, T, or True. To unmark a record, set this field to either 0, F, or False.
    • Member Since - The date the contact started being a member.
    • Middle Name - The middle name associated with the contact.
    • Mobile Phone - The mobile phone number associated with the contact.
    • Prefix - The prefix associated with the contact.
    • Suffix - The suffix associated with the contact.
    • Title - The title or job associated with the contact.
    • Toll Free - The toll-free phone number associated with the contact.
    • Website - The website associated with the contact.

Note: If you are importing contacts and want to set their iMIS ID, you can include that in your import. If the iMIS ID is available, it will be assigned as expected. If you do not assign an iMIS ID, it will automatically select the next iMIS ID.

Creating new records

New records have specific fields that are required based on whether they are a contact or organization record. The best practice is setting the customer or member type at the time of creating a new record.

  • Contact Records - Requires first and last name.
  • Organization Records - Requires an organization name.

Flow down

When importing an individual and attaching it to a company, if the flow down feature in iMIS is enabled, the company address info is populated in the individual record, even the individual's address was provided. This was the function of the iMIS API. Now if you provide the address for the individual, we will populate/use that and not flow down.