This guide walks you through the process of exporting data stored in Custom Detail Sheets within the Subsplash Management Dashboard. Exporting this information through a CSV file, which you can then edit and use.
Identify Custom Detail Sheets for Export
It's recommended to first identify the specific Custom Detail Sheet fields you wish to export by following the below steps:
Navigate to Management > People > Contacts
Click on any contact who has the relevant custom data filled out.
Scroll down to the Custom Details Sheet section.
Note the exact names of the individual fields you need (Example: within "Major Dates," you might need "Marriage Anniversary" and "Graduation Year").
Export Process
Navigate to Contacts: Ensure you are under Management > People > Contacts.
Filter Contacts (Optional):
To export all contacts: Proceed directly to Step 3.
To export specific contacts: Use the Filter by keyword search bar near the top to search for specific individuals (e.g., by name). The export will only include the contacts currently displayed after filtering.
Open Table Settings: On the right side of the contacts list, click the Table Settings button.
Select Columns for Export: A panel will appear listing all available data columns. Check the boxes next to the columns you want included in your CSV file:
Recommended Standard Fields: Consider selecting basic identifiers like
Email Addresses,Phone Numbers, and particularlyProfile ID(this field is used if you are exporting from Management and reimporting into Subsplash to use Custom Profile Fields).Custom Detail Sheet Fields: Scroll through the list to find your custom fields.
IMPORTANT: You must select the specific individual fields you identified earlier (e.g.,
Major Dates - Graduation Year,Major Dates - Marriage Anniversary).Do NOT select only the category name (e.g.,
Major Dates). Selecting the category name itself will not export the individual data points (like the actual date or text field) contained within its fields.
Preview Selection (Optional): You can temporarily close the
Table Settingspanel by clicking outside of it. The contacts table will update in real-time to show the columns you've selected, allowing you to preview your choices.Export to CSV: Once you have confirmed your column selections within Table Settings, click the Export to CSV button.
Your web browser will automatically download a CSV file. This file will contain the data from the columns you selected, for the contacts that were visible in your list (either all contacts or the filtered results).
Adjusting CSV File and Importing into Custom Profile Fields
Adjusting CSV File and Importing into Custom Profile Fields
Now we will walkthrough how to import that data from your prepared CSV file into the newer Custom Profile Fields feature within the main Subsplash App Dashboard. This process allows you to migrate your valuable custom data into the new system.
Prerequisites
You have successfully exported your data from the Management Dashboard's Custom Detail Sheets to a CSV file (This is covered in the above section).
The Custom Profile Fields feature is enabled in your Subsplash App Dashboard. This can be done by connecting with your Client Success Manager. You can start the conversation about transitioning by reaching out through your Dashboard Home Page.
You have spreadsheet software (like Microsoft Excel, Google Sheets, or Apple Numbers) available to potentially modify your CSV file.
Your exported CSV file includes a Person ID (or Profile ID) column to correctly match and update existing profiles.
Step 1: Prepare Your CSV File (Crucial Formatting)
Proper formatting, especially for dates, is essential for a successful import.
Open your exported CSV file using your spreadsheet software.
Date Formatting Requirement: The Subsplash importer requires all date values to be in the MM/DD/YYYY format (e.g.,
02/12/2020).Locate any columns in your CSV that contain dates (like "Major Dates - Marriage Anniversary" from the example).
Select the entire column containing dates.
Use your spreadsheet software's formatting tools (often found under a "Format" menu, "Number" settings, or by right-clicking the column header) to explicitly change the cell format to Date with the
MM/DD/YYYYpattern.Ensure this format is applied to all date cells in that column.
Save the changes made to your CSV file.
Step 2: Create Matching Custom Profile Fields
Before importing, you need to create the corresponding Custom Profile Fields in the App Dashboard to receive the data.
Navigate to People > Settings in the Subsplash App Dashboard.
Scroll to the Custom Profile Fields section and Click + Create a Custom Field for each piece of custom data from your CSV that you wish to import (e.g., one for Marriage Anniversary, one for Graduation Year).
Enter a clear Field Name (this is what you'll see on profiles, e.g., "Marriage Anniversary").
Select the appropriate Field Type based on the data in your CSV column (e.g., use
Datefor full dates,Short Answerfor text like "2015",Dropdownif you intend to standardize options, etc.).Click Create.
Step 3: Upload Your Prepared CSV File
In the Subsplash App Dashboard, navigate to People > Import option.
Click the option to Import or Upload File.
Select the modified and saved CSV file from your computer.
Step 4: Map Your Data Fields
Once uploaded, the import tool will ask you to map the columns from your CSV file to the available fields in Subsplash.
The mapping interface will display your CSV column headers (e.g., "Email Address," "Person ID," "Major Dates - Marriage Anniversary").
For each CSV column you want to import, use the dropdown menu next to it to select the corresponding Subsplash field.
Match standard fields (e.g., map CSV "Email Address" to Subsplash "Email").
Important: Map the
Person IDcolumn from your CSV to thePerson IDfield in Subsplash. This tells the system to update existing profiles from Management based on this unique ID, preventing duplicate entries.Map your custom data columns (e.g., CSV "Major Dates - Marriage Anniversary") to the specific Custom Profile Fields you created in Step 1 (e.g., Subsplash "Marriage Anniversary").
For any columns in your CSV that you do not need to import, select Ignore this field from the dropdown menu.
Step 5: Review and Finalize the Import
After mapping all necessary fields, click Continue.
The system will display an Import Preview, showing how the data from one row of your CSV will populate the Subsplash fields based on your mapping. Carefully review this to ensure accuracy.
If the preview looks correct, click Finish Import to start the process.
The import will run in the background. Processing time depends on the number of records in your file.
Step 6: Verify the Imported Data
Once the import process is complete, you will see a summary notification. Note: If the import only updated existing profiles, the summary might report "0 people imported," which is expected in that scenario.
Navigate to the profile of a contact who was included in your import file.
Check their profile details to confirm that the data from your CSV now correctly populates the new Custom Profile Fields (e.g., the "Marriage Anniversary" date and "Graduation Year" are displayed).
Congratulations! You have successfully imported your custom data into the new Custom Profile Fields system.