CRM Spreadsheet Update Request FAQ

Not all spreadsheet update requests are the same, and unfortunately, we are not able to update every single field of data within the CRM. This document is designed to provide helpful tips about submitting spreadsheet update requests as well as give you a better understanding of the limitations of these processes.

Please remember that if we are able to update a field within Redtail via the bulk actions provided on the search page and/or within the Reports we must use the bulk actions provided within Redtail. There must be a proper reason for the update spreadsheet if the action can be done within Redtail or we will not process the spreadsheet request.

 

  • Remember that the FIRST item that is needed for any update spreadsheet is the corresponding Redtail ID number for the item you would like to update in Redtail. We can use Tax ID as well for updating Contact data only.

 

To update fields that are located on the contacts record, we will require Contact ID numbers.

How to obtain Contact IDs:

A custom export is a typical way, but any export to excel of contact data will provide you the contact IDs. (Most Search page exports, Export button within the Contact Reports, etc.)

 

To update fields that are located within an account shell, we will require the Account ID numbers.

How to obtain Account IDs:

This depends on how you gather the Accounts in Redtail. If you run an advanced search to find your data, you can select the contacts and run an Accounts by Contact Export with the Contact Options drop-down. If you ran a Report to filter for your data, select ‘Export’ at the top right of the Report.

 

To update fields that are located within an Activity, we will require the Activity ID numbers.

How to obtain Activity IDs:

First, run one of our Activity Reports from the Reports section in the CRM, then after filtering for your data select ‘Export’ at the top right of the Report.

 

To update note categories, we will require the Note ID numbers.

How to obtain Note IDs:

First, run our Notes by Contact Report. Then filter for the Notes that are needing the update and select ‘Export’ at the top right of the Report.

 

To update User Defined Fields, we will require the UDF ID numbers. 

How to obtain UDF IDs:

First, run either a Contact User Defined Field Report or an Account User Defined Field Report. Then filter for the UDFs needed, then select 'Export' at the top right of the report. 

 

How many fields can be updated at a time?

  • No more than 26 fields of data in one spreadsheet update request. If we need to update more than that, we can split the fields of data up into multiple requests and tickets. We will also NOT process more than ONE TAB on an Excel spreadsheet for any update request.

What are fields of data that can NOT be updated via a spreadsheet update?

  1. Spouse information
    1. (We need the direct ID number of the spouse on the spreadsheet)
  2. Client review date frequency
  3. Activity Recurrence frequency
  4. Family relationships 
    1. (We can update Family Name for Head of Households only. We cannot link family members together via a spreadsheet update, this needs to be done manually)
  5. Permissions / Privacy Options
  6. Contact Types
    1. (We can only update a Contact Type from individual to business)
  7. Client Next Review Date
  8. Account Owner
    1. (We would need the Client ID of the exiting contact in order to update)
  9. Account Insured
    1. (We would need the Client ID of the exiting contact in order to update)

Can we delete information via a spreadsheet?

  • We are able to delete accounts and/or account fields via spreadsheet.
  • For contacts, we can place them into a tag group to then bulk delete from within Redtail.
  • To delete contact fields via spreadsheet, we must leave the field BLANK on the spreadsheet and specify in the ticket/email that the information should be deleted that is BLANK on the spreadsheet.

For requests to mark information as Primary, please read below to confirm how the spreadsheet should be formatted:

  • Columns should be titled with Primary headings. (Such as Primary Street Address, Primary City, etc.)
  • If there is only ONE type of contact card information we are working with (such as Work, Home, Other, etc.) columns should be titled with the specific Type headings instead. (Such as Work Street Address, Work Zip, etc.) Then add a note to the ticket to mark these addresses as Primary.

If new contact card information needs to be created, please read below to confirm how the users’ spreadsheet should be formatted to import these new addresses:

  • If there is more than one TYPE of new address, columns should be titled to specify what TYPE of contact card information we need this entered in as. (such as Work email, Home email, etc.)
  • If there is only one TYPE of new contact card information, that can be noted in the ticket/email request. (Example Note: All emails in the B column, set as Work emails)
  • If there needs to be a Custom Title with any of this, then that should be either notated in the ticket/email (if it’s the same Custom Title of title across the board), or there should be an additional column on the spreadsheet to indicate what we need the custom title to be. (Example: Work Email Custom Title)
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