If you intend to upload clients’ data into RSAkit, prepare a data table following the next requirements.
| Column name | Data Format | Column Content |
| ClientMA | Text | MA number |
| name | Text | First name |
| lastName | Text | Last name |
| Text | ||
| phone | Text | Phone number |
| cell | Text | Another phone number |
| address1 | Text | Address 1 |
| address2 | Text | Address 2 |
| city | Text | City |
| state | Text | State; |
| zip | Text | Zip |
Use this template.
Finally, save your data table as a CSV UTF-8 file.
See also: How to upload the clients’ data from a file?
When uploading the file, RSAkit processes the data row by row (client by client). For each row, it checks if the record for the client already exists in the database or not. If the client record exists, the data from the table replaces the data in the system. If the client’s record does not exist, RSAkit attempt to create a new record.
Let’s see how it works step by step.
If the file includes the “ClientMA” column and the client has a number in this column, then it doesn’t matter what value is in the columns “name” and “lastName” and whether these columns exist in the file. The system looks for a record with this number in the database. If the record exists, RSAkit considers it to be the record of the same client. The data in the database will be replaced by a new one (from the file).
Therefore, you can upload the client’s data by “ClientMA” number, without including the columns “name” and “lastName” in the file at all.
If a record with such a “ClientMA” number is not found, a new record will be created. Note! In this case, RSAkit doesn’t try to search a record for the client by “name” or “lastName” (whatever such columns exist in the file or not).
If the file doesn’t include the “ClientMA” column or the client has not a number in this column, RSAkit tries to take the “name” and “lastName” for the client (if there are such columns in the file) and then looks for a record with this name. RSAkit makes the comparison in the upper case, to reduce errors for special cases of spelling of the name.
If the record is not found, a new record will be created.
Note. In both cases, a new record will be created only if the file contains the “name” and “lastName” data for the client. It’s impossible to create a new client record without “name” and “lastName” data by a “ClientMA” number only. Vice versa, if there is no “ClientMA” number for the client in the file (there is no column or the cell is blank), but there are “name” and “lastName” data, and existing record not found for this name, then a new record will be created.
The following shows when a record for a new client will be created:
| ClientMA | name | lastName | The new record is possible |
| Y | Y | Y | Y |
| Y | N | N | N |
| N | Y | Y | Y |
Load template: Client data loading template.xls