How does an Import Account work?

When you set up an Import Account, basically you are telling our system to look for an import file with a specific name in your FTP account. When RescueGroups.org receives an import file, our system will process it and add or update animals in your RescueGroups.org account.

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 listings 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, no import file will be able to overwrite or change those existing listings.

Here are a few other items to be aware of:

The externalID value provided in your upload file must be unique for each animal. This field is used to match up the animals in your data file those that have already been imported. If you want to update an animal record previously uploaded, you'll need to use the same unique externalID to do so.
To remove an animal previously uploaded, simply do not include a row for that animal in your next upload. When a new version of the import file no longer lists that animal, then the animal is deleted from the organization's RescueGroups.org account.

How to create your import data file

If you are building an import file for your organization, you will need to make sure your import file uses the fields and formatting described in our Animal Import Fields article. If you are using a third party system to import your data automatically, they may be able to create this file for you.

The sample animal data file can only be used for one time imports, and is not valid for use in Import Accounts.

Adding an import account

To add 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.

Click Save Import Account.

Editing 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.

Deleting 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.