Bulk Add Profiles

IN THIS ARTICLE

The Bulk Add Profiles feature in Lighthouse Analytics allows users to quickly add multiple entity profiles to the system using a simple spreadsheet format.

Who Can Perform

To perform the Bulk Add Profiles function, users must have the following permissions:

  • View Entity Profiles: Allows users to access and view profile details.
  • Bulk Add Profiles: Allows users to bulk add profiles.
  • Access Job Dashboard (optional): Provides access to monitor the status of the job in the Job Dashboard.
  • Manage Job Dashboard (optional): Provides access to requeue a Bulk Add job with an exception in the Job Dashboard.

When to Use Bulk Add Profiles

The Bulk Add Profiles feature is particularly useful when you need to import a large number of profiles into a workspace in Lighthouse Analytics (LHA).This can be valuable in situations such as:

  • Client-provided Profiles: When clients send over lists of key personnel, such as in-house counsel, that need to be marked as privileged before running a names normalization job.
  • Reuse of Verified Profiles: When you have already cleaned up and verified profiles in a different workspace and need to reuse them across multiple workspaces. For example, titles or other details may have been added that the system cannot automatically fill in.

Best Practices

  • Run the bulk add process before running a names normalization job. This ensures that the system doesn’t overwrite important details like titles or functions that may not be auto-populated during the normalization process.
  • You can include up to 10,000 rows at a time, though this is limited by your browser’s memory.
  • Make sure to use Ctrl+V to paste the data, as the right-click paste option only works if pasting information within the popup to the popup or from one bulk add popup to another

How to Bulk Add Profiles

  1. Navigate to Bulk Add Profiles:
    • In the Entity Profiles grid, click on the People Profile button.

    • Select Bulk Add Profiles from the dropdown menu.

  2. Prepare Your Data:

    • A popup will appear where you can either manually enter profile details or paste (Ctrl+V) from an external source, such as an Excel or CSV file.

    • When pasting, a "pasting started" prompt will appear in the browser to indicate that the pasting process has been initiated. This is useful to know, especially when working with a large number of rows, as it may take a moment for the data to fully paste.
    • Tip: Make sure to use Ctrl+V to paste data, as the right-click paste option only works if pasting information within the popup or from one bulk add popup to another.
  3. Fill in the Necessary Fields:

    • Verified

      Indicates whether the profile has been reviewed and confirmed as accurate. Marked as "Yes" if the profile is verified; otherwise, it remains blank or "No." This is optional but helps in tracking confirmed profiles.

    • First Name

      The first name of the profile. Either this field or the Last Name field is required.

    • Middle Name

      Optional field for the individual’s middle name or initial, if applicable. It helps in differentiating profiles with similar names.

    • Last Name

      The last name or surname of the profile. Either this field or First Name is required.

    • Email (Required)

      The primary email address of the individual. This is a required field and must include an "@" symbol. Only special characters . - _ % are allowed in the email. The email address must be unique within the system.

    • Function

      Describes the profile’s role or designation, such as "Client," "In-House Counsel," or "Government Agency." These are predefined in LHA and should be selected from the available options in People Profiles > Functional Designations.

    • Professional Suffix

      Any professional suffix associated with the profile, such as "Jr.," "Sr.," or "III." This field is optional and useful for further distinguishing profiles with similar names.

    • Title

      The job title or position of the individual (e.g., "Senior Counsel," "Partner"). This field is optional but can add context about the profile’s professional standing.

    • Primary Organization

      The main organization or company that the individual is affiliated with. This field is optional and can be helpful in identifying external contacts or clients.

    • Phone Number

      The primary phone number associated with the profile. This is optional but can be valuable for client or contact reference.

  4. Validate Your Entries:

    • Click Validate to check your data for errors.

    • The system will highlight any validation issues:
      • Missing Value: A required field is missing.
      • Invalid Value: The value does not meet the format or validation rules, such as an invalid email address.
      • Duplicate Value: The same email address exists more than once in your pasted data.
      • Already Exists: The email address already exists in the system.
  5. Adjust:
    • If there are any validation errors, you can correct them within the grid before proceeding.

    • You can also delete rows that are not needed by right-clicking and selecting Delete Row.

  6. Submit the Bulk Add Job:

    • Once all validation errors are resolved, the Create button will become available.

    • Click Create to submit the bulk add job.
    • A confirmation toast will appear that your job was initiated.
  7. Monitor the Job:

    • You can monitor the status of the bulk add job in the Job Dashboard. Once the job is complete, the profiles will appear in the Entity Profiles grid.

  8. Review Bulk Addition Report:

    • Once the job completes, you can review the Bulk Addition Report in the History tab of the Job Dashboard.

    • The report will show which profiles were successfully added and flag any that were Skipped.