Table of Contents
Summary
Join Ryan Mitchell as he demonstrates the role of Address Management and populating it with data using the bulk address import feature. Ryan walks through creating an import file, importing the data into RecTrac, and the address check function to determine residency.
Video
Transcript
Ryan Mitchell 0:05
In this video, we'll talk about address management, and how you can import addresses to help with household creation, and household updates to make sure that you have the correct designation of resident or non residents on each household based on the address that they entered. So this can definitely help for people with fees or rules that are pointing to household categories or household fee codes. And we want to have those fees or rules work based on resident non resident designations there. So in here, address management is where we would look at and we can come down and hit add and add one address at a time, like we can with anything else. But we also have under the More Button, the address import option. And this is where we'd be able to create a file and import file here with all the addresses on it and import those all at once.
Ryan Mitchell 1:05
So what we can do is if we Click the little help icon, any one of these help icons on the Screen, we get brought to our fields, definitions here. So we can obviously read about each different Field and the overall purpose of the address import. But the big thing, the big help on this one is this Click here for file layout specifications. So this is going to help you with creating that file and what fields we need to put on that file. So we Click on that, that takes us to our record import file layouts. And we would either scroll down or on the left here, go down to our address lookup option. We're importing addresses here. So this one is the file layout that we need to use in order to import these records. So as you can see, we have six columns here that we need to deal with, they all have to be accounted for. But they do not all have to be filled in. So the most important one would be this category code here column number six, that one should always be filled in as that is going to help determine resident or non resident status based on the other five fields entered here.
Ryan Mitchell 2:25
So if we take a look at my example, here in Vermont, it is nice and easy just to do it by zip code to establish whether you're a resident or not, a lot of people can't do that in other states, because one zip code might represent both resident and non resident addresses. So in my scenario, again, I have six columns that I need to deal with. So I have commas here with nothing in them. And then I have my zip code and my category at the end there. So again, they all have to be accounted for, but they do not have to be filled in. So these first four here for me, were not filled in just separated by a comma. And then zip code and category are filled in. Okay, and then down here at the bottom, there is also a sample CSV file as well. So you can create these in Excel or notepad, whatever works easiest for you guys. But these are the six columns. So again, gives you a little starting point, and can go fill in your information instead.
Ryan Mitchell 3:32
The one big thing to know is the category does need to represent the actual category code in RecTrac. So those are our examples. For me, on my file, it was just the word resident. And that is because in here for my category, which is also a system code. So you can also see that in system code management. By scroll down to category, your my resident code is the word resident. So that's what I need to have on my file in order for that to work in RecTrac. So when I go to this address management, address import, we're going to do this just the one time you can set it on a recurring schedule if you need to, if you're going to get a lot of new addresses all the time and want to get those imported, when they're ready. And otherwise, you can do it periodically or however often you need to with this one time option. So I'm going to pick my import file here. I did have my column separated by a comma. So that's going to be my delimiter. I did not have any import header. So I don't need that at all. And I don't have any existing records to update so I don't need that turned on.
Ryan Mitchell 4:55
So when I hit process Come back to here and refresh, we get our message that those are all ready and we have our zip codes filled in with our resident category filled in. And then in order for this to work for us to actually benefit from this when we're creating our households, if we go to Profile assignments, and then the blue static Parameters Button at the bottom, under our miscellaneous settings, here, we have our address check option. So for me, again, I just need it by zip code. But for others, you may need to use the address option if you need to get all the way down to you know, street number street name, you know that level of detail. So whichever option is going to work for you, and then Save, and now when I go to create a new household, where if I update an existing one, when I go and I'm filling in my address information, for me again, I had the address check on zip code. So my zip code Field now gets a little Pick list Button here.
Ryan Mitchell 6:08
So I can either Click on that Button to see all my available zip codes or start typing. And as I start typing in, it'll find the match and my default is non resident. When I find the match there, it switches me to resident automatically. So just by entering the correct address in these fields, it can automatically recognize resident or non resident and switch that for you. So less chance of human error they're getting it wrong and the customer then getting charged the wrong price.