Import Accounts feature
Where do I find it?
You can find the Import Accounts page by going to Animals > Imports.
Each import account specifies an animal data file to import and process.
Click here for information on permissions
The following actions are available for Import accounts with the specified service and user roles:
Action | Description | Services | User Roles |
Add, edit, delete import accounts | Able to manage all aspects of the Import Accounts feature | Data Management | Site Admin |
How does an Import Account work?
When you set up an Import Account, basically you are telling the RescueGroups.org system to look for an import file with a specific name in the import directory of your RescueGroups.org FTP Account. When our system finds an import file in this import directory, the file will be processed in order to add or update animals in your RescueGroups.org account.
Existing Animal Records
Please know that if you choose to use our Import Account feature to import data automatically from any third party system, this action will NOT affect any pre-existing animal record that is currently listed in your RescueGroups.org account. An Import Account can only add, or edit animal records that have previously been added by that specific Import Account. If you plan to only have your Import Account load animals to your RescueGroups.org account, we would recommend that you delete pre-existing animal records in your RescueGroups.org account, prior to loading your first import file. This will help to ensure your animal records are accurate and avoid duplicate or outdated animal records.
Import Accounts are typically run on an on-going basis, although some organizations use them to import data one time when first adding animals to their account. If your organization is using an Import Account on an on-going basis, this means animals are continually added and updated in your RescueGroups.org account when you (or your third party software system) upload a new import file to our system. An import file will only ever affect animal records that have already been added through that particular Import Account file. So, if there are already animals listed in your RescueGroups.org account added through other means (such as manually entered), no import file will be able to overwrite or change those existing listings.
You can use the information below to configure an Import Account to your RescueGroups.org account. If you are using a third party software to upload data, you will need to configure that software program to share an import file to your FTP account. If you are creating your own CSV file, please review details about that process in our Import your own Animal Information article. If you have questions about how to configure the data in the Import Account file itself, please review our Supported Animal Fields article.
Add an Import Account
To create an Import Account, click the Add an Import Account button and provide the following information:
Configuration Type:* Select the type of data file (format) you will be uploading.
If you are uploading your own generated data file, select CSV for the configuration type.
File Name:* Enter the name of the file you will be uploading.
The file name you provide must exactly match the name of the file you upload into the import directory, including case.
Status:* Select whether you'd like to enable the import or leave it disabled.
If you do not enable the account, the data file will not be processed.
Alert Email Address(es): Enter the email address that you would like to receive an alert if there is an import error. Separate multiple email addresses with a comma.
Be sure to click Save Import Account.
Edit an Import Account
To edit an import account, click the Edit import account settings button on the Import Accounts page, or click the Edit button on the import account's page.
Delete an Import Account
To delete an import account, select the check box next to the import account you want to delete and select Delete from the Actions drop down.
Please note, currently the delete action will not operate if animals have ever been added using this Import Account. Instead, please edit the Import Account to disable the account.
In the future, there is a feature improvement planned to allow the delete option to delete the Import Account after user confirms that any animals that had been added are no longer to be associated with the Import Account.
Delete an animal record after import
Once an animal record is added through an import file in an Import Account to your RescueGroups.org account, it can be deleted by simply not including that animal row in future data files. The animal will automatically be deleted. This is done by tracking each animal's externalID, which must be unique for each animal. The one exception to this rule is if you are removing all imported animals. Our system has encountered many situations where uploaded files had zero rows of readable data by accident. In these cases, our system does not delete all imported animals as this was often done in error. Instead of uploading a file with zero rows of data, be sure to include at least one animal row with the status of 'deleted'. If you want animal records added through an Import Account to remain in your RescueGroups.org account (and not deleted), they must be included in the Import Account file every time it is uploaded.