Kavi Help CenterKavi® Members Help
| Appendix B. Predefined Data Fields | ||
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Part X. Appendix | 
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Table of Contents
Kavi Members tracks company, user and membership information for your organization's web site. Data is added to the Kavi Members database through Admin Tools or through the Upload Data tool in the Super Admin Area. Kavi Members database includes an extensive set of predefined data fields. These fields are grouped into Company Data, Membership Data and User Data tables. Each field description includes information about when it is required (if ever), descriptions of how it are used and any default values that are assigned automatically if the field is empty or the column is omitted from a data file when a company or user record is uploaded.
Your organization may use custom fields that aren't documented in the help.
Back to topCompany data can be reviewed using the Manage a Company page. Company information can be downloaded using the default Company Data Report.
In the data reports these field names are prepended by 'company_' to distinguish them from similarly named user or membership fields.
If you are using the Upload Data tool to perform bulk Add or Edit operations, the default values assigned if fields are left empty are generally appropriate for member companies and may not be appropriate for other kinds of companies.
Table B.1. Company Data Fields
|
Field [database_column] |
Required | Description |
|---|---|---|
|
Accepted Domains [accepted_domains] |
Upload Data: No. Database: Configuration dependent. |
Members must be configured to check accepted domains for this field to be available.
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Company Image or Logo [image] |
No |
An image or logo in JPEG, PNG, or GIF format, no more than 20k in size and no larger than 200 x 200 pixels. Images can be displayed in company rosters and directories. Kavi Members must be configured to collect company images for this field to be available. Upload Note:This field cannot be modified using the Upload Data tool. |
|
[company_type] |
Upload Data: No. Database: No. |
Available Company Types include Kavi Members default types as well as custom types specific to the organization. If the organization offers memberships for companies, most of the Company Types will be assigned automatically through Company Membership Types. Company Types designated as 'default' will be automatically assigned. Upload Note:Company Types are not required by the Upload Data tool, but with the exception of types that are automatically added through membership, there are situations where you should assign Company Types on upload. If you are adding a company whose purpose is 'Staff or Administration', you should assign the appropriate type to categorize this company for retrieval in searches. If this Company Type has associated roles, users who belong to the staff company will inherit these roles and access through their company. A "company" with the purpose of 'Company for Individual Members' is added to the database solely to group individual members, so there isn't likely to be a Company Type designed for this use. Some organizations define General types to group companies by region, business sector or area of interest, etc. If this is the case in your organization, you may need to assign these types through the Upload Data tool. As a rule, you should not add types in the category 'General (through membership only)' during an upload—even if you are adding memberships—because these are assigned to companies automatically as the memberships pass through the membership workflow. |
|
Deactivation Date [deactivation_date] |
No |
If a company has been deactivated, this field shows the date and time at which their status changed from 'active' to 'inactive' (in YYYY/MM/DD format). This applies only if the company's status is currently 'inactive'. If a company's status is set to 'inactive', then back to 'active', this field is cleared of the deactivated date. Upload Note:This field cannot be modified using the Upload Data tool. |
|
Display Publicly [display_publicly] |
Upload Data: No. Database: Yes. |
Available options are 1 ('Yes, share this company's information') or 0 ('No, do NOT share this company's information'). Upload Note:Defaults to '1' if not specified when adding companies. |
|
Item Key [item_key |
Upload Data: No if upload_action is Add, Yes if upload_action is Edit or Delete. Database: Yes. |
A unique identifier automatically assigned by Kavi Members to each company's record in the database. Every database record in Kavi Members has an item key. Upload Note:The 'company.csv' template that Super Admins download to add companies to the database omits this column because it isn't required for Add operations. To edit or delete a company from the database through the Upload Data tool, the company record must have a valid, Kavi Members-generated key in the 'item_key' field. |
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Last Modified [last_modified] |
Upload Data: No. Database: Yes. |
The most recent date and time a company's information changed. Every record in the Kavi Members database includes a last modified date. The database automatically updates this value every time it commits a change to the company record. Upload Note:This field is set automatically by the database and cannot be modified using the Upload Data tool. |
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Purpose [purpose] |
Upload Data: Yes. Database: Yes. |
The company's purpose. The list of available purposes depends on configuration. All lists include 'Staff or Administration' by default. Organizations with membership enabled will include 'Member Company'. Mixed or individual-based organizations will include 'Company for Individual Members'. 'Nonmember' will only appear if nonmember tracking is enabled. Upload Note:Purpose is a required field for Add operations. If the company's purpose is not specified in the data file used for Edit operations and the field in the database is empty, the field defaults to 'Member Company'. |
|
Show on Signup Form [show_on_signup_form] |
Upload Data: No. Database: No. |
Available options are 1 ('Yes, show this company on the company representative signup form') or 0 ('No, do NOT show this company on the signup form'). The '1' value only applies to companies with a purpose of 'Member Company' or 'Company for Individuals'. Upload Note:Defaults to 1 if not specified. |
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Signup Date [signup_date] |
Upload Data: No. Database: Yes. |
The date the company was first added to the database or became affiliated with the organization (in YYYY/MM/DD format). The signup date helps record an important event in the history of the relationship between the user and the organization. Upload Note:You can provide a specific date if the company is already affiliated with the organization at the time their record is being added to the database, or leave it blank to it automatically set to the current date. |
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Status [status] |
Upload Data: No. Database: Yes. |
This value is either 'active' (1) or 'inactive' (0). Users who belong to active companies will be able to login to protected areas of the Web site if they are also active and have acquired roles that grant access. Users who belong to inactive companies will be inactive and unable to login. Upload Note:Defaults to 'active' if not specified when adding companies. |
|
Upload Action [upload_action] |
Upload Data: Yes. Database: No. |
This column doesn't exist in the database, but is required by the Upload Data tool and is always added to data files as they are prepared for upload. Upload Note:This value indicates the type of upload operation to be performed on a row (i.e., record) when processed by this tool: 'add', 'edit' or 'delete'. Upload action values must be all lowercase. |
| URL | Upload Data: No. Database: No. | The URL of a member company's public landing page. The URL can be collected through the Company Membership Application. |
User data can be reviewed using the Manage a User page. User information can be downloaded using the User Data Report. Certain columns included in this table are specific to the Upload Data tool, as noted. Address fields are described in the following Address table.
In the data reports these field names are prepended by user_' to distinguish them from similarly named company or membership fields.
Table B.2. User Data Fields
|
Field [database_column] |
Required | Notes |
|---|---|---|
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Cell Phone [cell_phone] |
No | Contact number, must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
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Company Administration and Contact Types [company_contact_types] |
Upload Data: No. Database: Yes. |
Available Company Administration and Contact Types can be assigned to classify a user's relationship to their company and to designate special kinds of company representatives such as Primary Contact or Company Admin who maintain their company's information and require access beyond that granted to regular company representatives. Upload Note:This field will be set to the designated default type(s) if not specified when uploading new users whose purpose is 'Company Representative'. If you are populating the database for the first time and do not want to use the 'Employee' type that is installed by Kavi Members, you must add types through the Manage Company Administration and Contact Types tool before populating the database. |
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Company Name [company_name] |
Upload Data: No. Database: Yes. |
The name of the company to which this user belongs. If this is an individual member, this will be a company with the purpose of 'Company for Individuals' that was added to the database solely to group individuals. Upload Note:The company name must be an exact match to a company that already exists in the Kavi Members database before a user can be successfully added. |
|
Deactivation Date [deactivation_date] |
No |
If a user has been deactivated, this field shows the date and time at which their status changed from 'active' to 'inactive' (in YYYY/MM/DD format). This applies only if the user's status is currently 'inactive'. If a user's status is set to 'inactive' then back to 'active' this field is cleared of the deactivated date. Upload Note:This field cannot be modified using the Upload Data tool. |
|
Display Publicly [display_publicly] |
Upload Data: No. Database: Yes. |
Available options are 1 ('Yes, share information') or 0 ('No, do NOT share information'). Upload Note:Defaults to '1' if not specified when adding users. If the organization's policy is to assume users want to opt out of sharing their information unless they have specifically opted in, or if the user's privacy preferences are known and the user has opted out, set this value to '0' to protect user privacy. |
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FAX [fax_phone] |
No | A FAX number where the user can be contacted. The number must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
|
First Name [first_name] |
Upload Data: Yes. Database: Yes. | User's first name. |
|
Home Phone [home_phone] |
No | The user's home phone number must be at least 10 characters long and may only contain these characters: x)(0-9-+. This field is only available if Kavi Members is configured to collect home phone numbers. |
|
Image or Logo [image] |
No |
An image or logo in JPEG, PNG, or GIF format, no more than 20k in size and no larger than 200 x 200 pixels. Images can be displayed in rosters and directories. Kavi Members must be configured to collect user images for this field to be available. Upload Note:This field cannot be included in data files uploaded through the Upload Data tool. |
| [item_key] | Upload Data: No if upload_action is Add, Yes if upload_action is Edit or Delete. Database: Yes. |
A unique identifier automatically assigned by Kavi Members to each person's record in the database. This allows different persons with the same name to be identified as unique individuals in the database. Every record in the Kavi Members database has an item key. Upload Note:The 'person.csv' template that Super Admins download to add users to the database omits this column because it isn't required for Add operations. To edit or delete a user from the database through the Upload Data tool, the user record must have a valid, Kavi Members-generated key in the 'item_key' field. |
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Last Modified [last_modified] |
Upload Data: No. Database: Yes. |
The most recent date and time a user's information changed. Every record in the Kavi Members database includes a last modified date. The database automatically updates this value every time it commits a change to the user record. Upload Note:This field does not appear in the person.csv file because it cannot be modified using the Upload Data tool. Kavi Members will automatically assign a last modified date on all records modified through the Upload Data tool. |
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Last Name [last_name] |
Upload Data: Yes. Database: Yes. | User's last name (family name). |
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Middle Name [middle_name] |
No | User's middle name or initial. |
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Password [password] |
Upload Data: No. Database: Yes. |
Passwords are used along with usernames to give the user access to protected areas of the Web site. Passwords must be at least 6 characters long and cannot contain these characters: #, @, ?, |, /. Upload Note:When using the Upload Data tool to add new users, this column will not appear in the person.csv template. Kavi Members will automatically generate and assign a new password for each user consisting of a random string of numbers and mixed-case letters. |
|
Primary Email [primary_email] |
Upload Data: No. Database: Configurable. |
The email address used to send the user a login link and other important information. This field must either be empty or unique for each user. Upload Note:If the site is configured to enforce accepted domains (i.e., the Check Accepted Domains option is enabled in the Configure Company Representative Signup Options tool), the Upload Data tool will provide a warning in the Upload Results Email if a user's primary email address does not match the company's list of accepted domains. |
|
Purpose [purpose] |
Upload Data: Yes. Database: Yes. |
The user's purpose. The list of available purposes depends on configuration. All lists include 'Staff or Administration' by default. Mixed or individual-based organizations with membership enabled will include 'Individual Member'. Mixed or company-based organizations will include 'Company Representative'. 'Nonmember' will appear only if nonmember tracking is enabled. Upload Note:The user's purpose must be compatible with the purpose of the company with which the user is associated.
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Receive Members Email [receive_email] |
Upload Data: No. Database: Yes. |
Available options are 1 ('Yes, subscribe to the members email list and send general announcements') or 0 ('No, do NOT send general members email'). Upload Note:Defaults to '1' if not specified when adding users. |
|
Salutation [salutation] |
No | Available options are 'Mr.', 'Mrs.', 'Ms.', 'Dr.' This is sometimes confused with the Title. |
|
Secondary Email [secondary_email] |
No |
An alternate email address for this user. If Kavi Groups is installed, this address will be allowed to send email to any groups to which this user belongs. Kavi Members must be configured to collect secondary email addresses for this field to be available. Upload Note:This field will only appear in the person.csv template if Kavi Members is configured to track secondary email addresses. |
| [signup_date] | Upload Data: No. Database: Yes. |
The date the user was first added to the database or became affiliated with the organization (in YYYY/MM/DD format). The signup date helps record an important event in the history of the relationship between the user and the organization. Upload Note:You can provide a specific date if the user is already affiliated with the organization at the time their record is being added to the database, or leave it blank to it automatically set to the current date. |
|
Status [status] |
Upload Data: No. Database: Yes. |
This value is either 'active' (1) or 'inactive' (0). Users who belong to active companies will be able to login to protected areas of the Web site if they are also active and have acquired roles that grant access. Users who belong to inactive companies will be inactive and unable to login. Users with the purpose of 'Individual Member' and 'Nonmember who are active and have acquired roles that grant access will be able to login. Inactive users cannot login. Upload Note:Defaults to 'active' if not specified when adding users. |
|
Title [title] |
No | User's job title. If Kavi Groups is installed, this title will be visible on group rosters. This is sometimes confused with the Salutation. |
|
Upload Action [upload_action] |
Upload Data: Yes. Database: No. |
This column doesn't exist in the Kavi Members database, but is required in data files prepared for upload through the Upload Data tool. Upload Note:This field indicates the type of upload action to be performed on a record when processed by this tool: 'add', 'edit' or 'delete'. Upload action values must be all lowercase. |
|
[member_types] |
No |
Available User Types include Kavi Members default types as well as custom types specific to the organization. If the organization offers memberships for individuals, some of the User Types will be assigned automatically through Individual Membership Types. More highly privileged User Types will be assigned to users with the purpose of 'Staff and Administrator'. Upload Note:User Types are not required by the Upload Data tool, and there are few reasons why you would want to assign User Types on upload. If you are adding a user whose purpose is 'Staff or Administration' they are likely to require a high level of privileges and should be assigned a type that corresponds to their position in the organization. It may be easiest to assign these types through the Edit a User tool after upload. Mixed or individual-based organizations with membership enabled include 'Individual Member, but as a rule, you should not add types in the category 'General (through membership only)' during an upload—even if you are adding memberships—because these are assigned to individuals automatically as the memberships pass through the membership workflow. Mixed or company-based organizations will include users whose purpose is 'Company Representative', but these users are assigned Company Administration and Contact Types rather than User Types. Users with the 'Nonmember' purpose can be assigned a User Type if one has been defined specifically for this use. Some organizations define General types to group individuals by region, business sector or area of interest, etc. If this is the case in your organization, you may need to assign these types through the Upload Data tool. |
|
Username [username] |
Upload Data: No. Database: Yes. |
Usernames are used in conjunction with passwords to give users access to protected areas of the Web site. Usernames must be at least 6 characters long and cannot contain these characters: : #, ?, |, /. Upload Note:This column is ordinarily omitted from the data file when uploading. When users are added, Kavi Members automatically generates a unique username for each user based on their primary email address (if available) or a combination of the user's first and last names. If a duplicate username is generated, Kavi Members adds a number to the end of the username so it becomes unique. Users can change their usernames when they edit their information through the My Account tool. |
|
Work Phone [work_phone] |
Configurable | This is the user's work phone. The phone number must be at least 10 characters long and may only contain these characters: x)(0-9-+. |
Address data uploaded through the Upload Data tool is added through a company or user data file. The address appears in the same row as the rest of the company's or user's record. Address data fields are optional, and many organizations choose not to collect address information.
Table B.3. Address Data Fields
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Field [database_column] |
Required | Notes |
|---|---|---|
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City [city] |
No | Kavi Members must be configured to collect addresses for this field to be available. |
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Country [country] |
No | Kavi Members must be configured to collect addresses for this field to be available. |
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Postal Code [postal_code] |
No | Kavi Members must be configured to collect addresses for this field to be available. |
|
State or Province [state_province] |
No | Kavi Members must be configured to collect addresses for this field to be available. |
|
Street [street] |
No | This field may have two lines containing the street address and apartment number. Kavi Members must be configured to collect addresses for this field to be available. |
Company members and individual members may hold many memberships throughout their association with the organization. Membership information is stored in a separate table, but retrieved or uploaded only in association with the owner of the membership (i.e., the company or individual who has acquired that membership). A member's membership data can be retrieved through the Manage a User tool or Manage a Company tool. Information about memberships can be downloaded through the default Individual Membership Report or Company Membership Report.
In the data reports these field names are prepended by membership_' to distinguish them from similarly named company or user fields.
Note
This table doesn't include information about whether data fields are required because membership fields are set automatically as memberships pass through the workflow. This includes memberships added through the Upload Data tool, which go through the normal membership workflow after being uploaded.
There are three fields used to add new memberships through the Upload Data tool, but they are used only in data files to collect information that is then added to corresponding fields in the database.
The fields required by the Upload Data tool are:
membership_types, which corresponds to the membership_type field in this table.
membership_start_dates, which corresponds to the start_date field in this table.
membership_end_dates, which corresponds to the end_date field in this table.
Table B.4. Membership Data Fields
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Field [database_column] |
Notes | |
|---|---|---|
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Activation Date [activation_date] |
The date on which the membership became current (in YYYY/MM/DD format). | |
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Amount [amount_billed] |
The price of the membership. This field will appear in downloads only if Kavi® Billing is installed. | |
|
Archived Date [archived_date] |
If the membership expired and was archived, this shows the date the membership was archived (in YYYY/MM/DD format). | |
|
Bill ID [bill_id] |
This is a human-readable identifier created automatically when a new bill is generated. The bill ID is useful when searching Kavi Billing for specific membership bills. This field will appear in downloads only if Kavi® Billing is installed. | |
|
Bill State [bill_state] |
Indicates the payment status of the bill issued for this membership, e.g., paid, refunded, etc. This field will appear in downloads only if Kavi® Billing is installed. | |
|
Comment [comment] |
This field is used in conjunction with the Renewal Intention field, which records the membership owner's intention to renew, if known. The comment field stores comments entered by administrators to provide additional information on the member's renewal intentions. | |
|
Creation Date [creation_date] |
The date the membership was first added to the database (in YYYY/MM/DD format). This isn't necessarily the same as the start date, since memberships are usually renewed before the start date. This is also true of new (i.e., first time) memberships, which remain in an inactive, pending state until they pass billing and moderation steps. Preexisting memberships will have an earlier start date than creation date. | |
|
End Date [end_date] |
The end date of the membership term on which the membership is set to expire (in YYYY/MM/DD format). | |
|
Expiration Date [expiration_date] |
The date on which the membership expired (in YYYY/MM/DD format). | |
|
Last Modified [last_modified] |
The last date and time this membership's information changed (in YYYY/MM/DD format). All database records in Kavi Members have a last modified date. | |
|
Membership Type [membership_type] |
The Membership Type (e.g., Board or Adopter) of this membership. | |
|
[moderation_queue_date] |
The the membership entered the moderation queue (in YYYY/MM/DD format). All database records in Kavi Members have a last modified date. | |
| [moderated_date] | The date on which the application for this membership was moderated and approved (in YYYY/MM/DD format). Memberships that are rejected during the moderation step are immediately deleted from the database. | |
| [person_key or company_key] | The unique ID for the membership owner. This is the item key for the individual member or member company from the user or company database. If you are trying to merge user or company membership data with user or company contact information, sort by this key to match memberships with member information. | |
| [pending_person_key or pending_company_key] | Before a first-time member has a current membership, they are stored in tables for pending members. This is the unique item key for the user or company in the pending user or pending company table. | |
|
Renewal Intention [renewal_info] |
Administrators set the Renewal Intention field when editing memberships. Allowed values are: 'intending to renew', 'not intending to renew' or 'renewed'. This field is particularly useful when setting up automated renewal reminders. For example, email could be sent to all members with expiring memberships except for those who have indicated they are 'not intending to renew'. | |
|
Renewed From [renewed_from] |
Upload Data: No. Database: No. | If this is a renewed membership, this is the membership type of the previous membership. |
|
Renewed With [renewed_with] |
Upload Data: No. Database: Yes. | If this membership has been renewed, this is the membership type selected during the renewal process. |
| [renewed_on] | The date on which this membership was renewed (in YYYY/MM/DD format). It records the date that the renewal process was initiated and is stored in the record for the expiring membership, as opposed to the start date of the new membership which is stored in the record for the new membership. | |
|
Source [source] |
Valid values are 'New' or 'Renewal'. The 'Source' field shows whether this is a first-time membership (i.e., 'New') or a renewed membership (i.e., 'Renewal'). | |
|
Start Date [start_date] |
The date on which the membership becomes current (in YYYY/MM/DD format). | |
| State |
A membership passes through several states in the workflow. Depending on configuration, a membership may pass automatically through the pending states and become current immediately. Unless the membership has a lifetime duration, it eventually expires and is archived. For more information, see Membership Workflow Workflow States
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| Appendix A. Preparing CSV Files for Upload |  |
Appendix C. Kavi Members Default Roles |