Importing Occurrences via the Data Loader

Do you have lots of occurrences that you would like to get into your HOC system for already existing Volunteer Opportunities? The Data Loader (or similar tool) would be a great choice for getting that done. This is considered advanced data management, but you can do it!

Access the Data Mapping Table for preparing your data.

The Master field list will list all of the fields in each object and give the picklist values, help tips and notes. By using the Occurrences tab within the Data Mapping table, you will be able to prepare the file for import. Click here to access the Data Tables page in ZenDesk.

Keep in mind: Individually Scheduled Opportunities can only have ONE occurrence which is auto-created, so only import occurrences for Date & Time Specific volunteer opportunities.

Prepare Your Data

To add Occurrences, you will need some information from your system before you create your data file. You will need to know your:

  • Volunteer Opportunity ID (Salesforce or Import ID)
  • Volunteer Coordinator ID
  • Location ID

You can find the ID from the address bar for each record.

Create your import file

  • Volunteer Opportunity = ID of the volunteer opportunity to which you are adding occurrences (can either be the Import ID or Salesforce ID)
  • Start Date & Time
  • End Date & Time
  • Location = ID of the location for each occurrence
  • Registration Cutoff (hours)
  • Status = Active
  • Maximum Attendance
  • Minimum Attendance
  • Opportunity Coordinator = ID for Opportunity Coordinator

The rest can be left blank and will either be populated with data from your Volunteer Opportunity or are updated at a later time.

A couple things to keep in mind on the dates:

  • Your end time must be after your start time.
  • The occurrence start and end dates must occur during the same day.
  • These dates must be formatted correctly.

To properly format your Dates, change the cell type to Custom, and change the Type to: mm/dd/yyyy hh:mm:ss

 

Create your import file

Import your Data using the Data Loader

Here is an example of all of the fields necessary to import into the system. Save this file as a CSV, and you will then begin your import.

Open the Data Loader

Click on "Upsert" and then proceed to login to your system.

Open the Data Loader

Select the Occurrence Object (HOC__Occurrence__c) and choose your CSV file for import. Then click on "Next." There will be another popup that tells you how many records will be imported. Click "OK."

Link to the Occurrence Object

Map your fields

Click on "Create or Edit a Map." The mapping dialog will pop up. You can click on "Auto-Match Fields to Columns" or click and drage the fields from the top to the bottom section if you would prefer. If you auto-match, you still should verify that the fields were matched appropriately. Click "OK" once all fields necessary have been matched. Then click on "Next."

Map your fields

Select where to save the success/failure files

You should create a folder or designate a location for all success and failure files to be saved for your reference after your import.

Complete the Import

Click on "Finish" to begin the import. You will be prompted with a warning stating what you will be doing ("You have chosen to insert new records.") and you must confirm that this is what you wanted to do. As the data is being imported, you will see the successes and failures for the import.

You are then giving the opportunity to see your successes or any errors. Click "OK" to return to the main Data Loader screen.

Complete the Import

Verify your data

Return to your Volunteer Opportunity to verify that your occurrences were appropriately created.

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