Learn how to use a spreadsheet template to import contacts

1. Add data to the contact template to import

  • For each row in the spreadsheet template, complete one column or many.
  • Some identifying column headings are required, others can be deleted if that helps your workflow.
  • Required column headings to identify it as an import of contacts: Key names, Single name, Organisation name, amd Contact ID.
  • Each row must have data in one of those required columns to be valid.

Note: Spreadsheets with unknown column names are rejected, so do not change or add column names.

New or update?

By default, a new contact is created for each row in your spreadsheet.

To update a contact already in the system, complete the Contact ID column with a valid contact ID from Consonance. You can see the contact id in the url of the individual contact’s page. It is the number before /edit.

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Each row indicates if it is NEW or an UPDATE in the status column, in the draft item view. Even if all data matches exactly with an entry in the system, unless a system ID is in place, a new item will be created. You are able to mix new and updating contacts in the same spreadsheet.

Updating an existing entry overwrites some fields and adds to others.

When you are updating an existing contact in your system, some data fields will be overwritten, some will be added to. If it is a field that accepts more than one value, such as phone numbers, the new phone number is added to any existing ones. However, if it is a single value field, such as key names or ORCID ID, the value is overwritten.

Here is a full list of over-writing versus adding-to fields:

Contact importer actions

Importer action Columns
Overwriting Titles before key names
Names before key names
Key names
Suffix to key names
Qualification
Single name
Organisation name
Organisation acronym
Address as
Biographical note
ISNI number
ORCID
In-house customer ID
In-house supplier ID
Gender
Adding to Phone number
Fax number
Email address
Professional affiliation organisation
Professional affiliation position
All address fields
Contributor role
Work ID

Add contact to an existing work

To associate a contact with a work that already exists in the system, complete the Work ID column with a valid work ID from Consonance and a valid contributor role. You can see the work ID in the URL of the individual work’s page.

Consonance provides tools to help you export IDs in bulk.

2. Contact columns

Multi-named person contact columns

  • Titles before key names
  • Names before key names
  • Key names
  • Suffix to key names
  • Qualification

Single-name person contact column (i.e. “Cher”)

  • Single name

Named company contact columns

  • Organisation name
  • Organisation acronym

If updating an existing contact

  • Contact ID

Other contact information columns

  • Address as
  • Biographical note
  • ISNI number
  • ORCID
  • In-house customer ID
  • In-house supplier ID
  • Phone number
  • Fax number
  • Email address
  • Gender

Mailing address columns

  • Address: Organisation
  • Address: Department
  • Address: Sub-building
  • Address: Building
  • Address: Care of
  • Address: Post Office Box
  • Address: Line 1
  • Address: Line 2
  • Address: Line 3
  • Address: Postal/zip code
  • Address: Country code or name

If adding to an existing work

  • Contributor role
  • Work ID

3. Contact validations

Column Validations
Addresses
  • Country name/code and post/zip code make sense together
  • If other address fields are present, there must be a country name/code
  • Validity of country name or code. View ONIX country codes in a new window
  • If adding to an existing contact, duplicates are ignored
  • Contact ID
  • ID exists in your system
  • Contact type
  • Contact type exists in this list: Academic, Artist, Book contributor, Copy editor, Corporate contributor, Data aggregator, Designer, Development editor, Distributor, Editor, Estate, Events organiser, Foreign publisher, Gallery, Generic seller, Grant funder, Indexer, Interior designer, Jacket designer, Journalist, Literary agency, Literary editor, Online retailer, Physical retailer, Printer, Proofreader, Publication, Publisher, Review publisher, Reviewer, Rights purchaser, Sales agent, Scout, Subject of work, Theatre, Typesetter, Wholesaler
  • Contributor role
  • The code or exact description exists in ONIX, or is one of our keywords: author, editor, illustrator. View ONIX contributor role codes in a new window
  • Emails
  • Email address format
  • If adding to an existing contact, duplicates are ignored
  • Gender
  • The system stores three options: male, female, other. If desired, ‘other’ can be explained manually within the contact, once imported.
  • ISNI
  • Valid characters
  • Valid ISNI standard checksum
  • Valid number of digits
  • Name
  • One of three must be present: key, single or organisation name, unless there is a contact ID
  • Only one of three can be present: key, single or organisation name
  • ORCID
  • Valid ORCID range
  • Valid ORCID pattern
  • Phone/fax number
  • Valid phone/fax number format
  • If adding to an existing contact, duplicates are ignored
  • Professional affiliation organisation
  • If no organisation existing in the system matches the exact spelling, a new contact organisation is created. If an exact spelling match is found, the association will be with that existing contact organisation.
  • If adding to an existing contact, duplicates are ignored
  • Work ID
  • ID exists in the system
  • Column Autocorrections
    All fields
  • Any extra white space — multiple spaces, spaces at the beginning or end of data — is stripped out
  • Biographical note
  • HTML is converted to valid HTML
  • Contributor role
  • Converted to ONIX code
  • If adding to an existing contact, duplicates are ignored
  • Country codes
  • Country codes are stored as ISO country codes. Valid country names are converted.
  • ISNI
  • ISNI converted to standard ISNI format