Field Requirements for deceased suppression files
Users must include certain fields to run deceased suppression files with TrueDeceased. These fields are required to best match your records to the database(s). To upload a file, TrueDeceased allows several combinations of data to match to the database. This data includes Name, Address, Phone, and Email.
Users should always map to the First Name and Last Name field (or Full Name field). You must always have a combination Name information and either Address, Phone, or Email information.
The recommended fields above are not the only combination of fields you can use; you can use any combination of Name + Address+(Phone and/or Email). Currently, you must include address data to successfully map your records.
We encourage users to include Input ID. The use of Input ID aids in matching your output file back to your database. If you have an ID that you use within your organization, you should include that column on upload, and map it to our Input ID field or pass-through field.
Input ID is a unique identifier given to each record. Usually a set of numbers, the Input ID aids users in matching our output to their database. Because our system is looking for a unique ID, the input ID should not be mapped to any other fields.
If you don’t have an ID for your constituents, we recommend just adding a new column in your file named Input_ID and numbering your records starting with 1. Please Note, Input ID is not a required field, but TrueDeceased highly encourages you, the user, to use an ID field when uploading your file.
First Name and Last Name (or Full Name)
Constituent names should be separated into First Name and Last Name. We also accept Full Name. First and Last Name is highly recommended by TrueDeceased as it allows the app to read the name most clearly. Full Name is automatically parsed or separated
into First Name and Last Name.
TrueDeceased recommends using address data when processing your file. This will return more matches than simply using phone or email. When mapping address data, you must use Address 1, City, State, and/or Postal Code.
Address 1 should contain the main address information on a constituent; this includes house number and street name. Apartment or Unit numbers can also be included, but we recommend adding those to an Address 2 field.
Please Note: If you have Care of (c/o) fields or company names located in the Address 1 field, we encourage you to move these to a separate field. Sometimes these extra address details shift the actual address to Address 2, therefore causing the system to read it incorrectly.
City and State, or Postal Code
City, State, and Postal Code should each have their own field. TrueDeceased requires city level location to be included in the input file for address data. This city level location can be given by either supplying City and State (2 fields), Postal Code (1 field), or City and State and Postal Code (3 fields).
Postal Codes Starting with Zero
Sometimes when Postal Codes start with zeros, Excel drops the zeros even when formatted correctly. To resolve this issue, update your records with Postal Codes starting with zero to have a single quote. (Example: ‘00123). If you have City and State listed on your file, feel free to map City and State instead of Postal Code. City and State are acceptable locations. Additionally, using a CSV or TXT file will help you to avoid this issue all-together.
Remember, Address data must always have Name (First Name and Last Name OR Full Name) information associated with it.
TrueDeceased recommends using phone data when processing your file. This will return additional matches that may not match to address or email. When mapping phone data, you should use one field with a header referencing the phone number.
Phone number does not have to be formatted in any specific way. Please make sure that it is not being recorded in scientific number format.
Remember, Phone data must always have Name (First Name and Last Name OR Full Name) + Address information associated with it.
TrueDeceased recommends using email data when processing your file. This will return additional matches that may not match to address or phone. When mapping email data, you should use one field with a header referencing the email address.
Remember, Email data must always have Name (First Name and Last Name OR Full Name) + Address information associated with it.
If your file contains data fields that aren't required for mapping, that's ok. You can skip that field during mapping by leaving the dropdown blank.
However, if you need that data returned on the export, you can use the Pass-Through field mapping option to retain those fields through the process. If you don't see the Pass-Through option, just click the toggle fields button to change your view.
As an example, if it's important for you to have a constituent's age on your export, you could map age to Pass-Through, and the age you provided will be on your records in the export file.
File Type Requirements
Files processed through TrueDeceased must be one of the following file types:
- Comma-Separated Value files (.csv)
- Tab Delimited files (.txt)
- Excel files (.xls)
A Comma-Separated Value (CSV) File is a simple file format used to store tabular data, such as a spreadsheet or database, created by adding commas to separate the data. View a CSV file. CSV files can be created in Excel by saving the table and changing the 'Save as Type' to CSV (Comma Delimited).
A Tab Delimited File is a simple text format for storing data in a tabular structure, such as a spreadsheet or database, created by adding tabs between data fields. View a Tab Delimited file. Tab Delimited files can be created in Excel by saving the table and changing the 'Save as Type' to Text (tab delimited).
An Excel File is known as the Binary Interchange File Format (BIFF). Data inside all Office Document files are stored in series of fixedsize streams. All the data is contained in records that have headers, which give the record type and length.
You can review our complete TrueDeceased input file guide here.
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