Cleaning Constituent Data is used to update full constituent names and address records, rather than updating individual fields in bulk. This process is typically used when address or name data has been externally cleaned by a data agency.

📌 Note:
This upload cannot be undone, so review the file thoroughly before applying changes.

Prepare Your Data for Cleaning

Download Existing Constituent Data

Create or open a Constituent List containing the constituents you want to clean.
Apply any filters required.
Ensure the Number column is included, this is essential for matching records during upload.
Click Download, and set Only include the selected columns in the download to Yes.
The download will include names, preferred contact details, and any selected data.

What Data Can Be Cleaned

You can update names, addresses, and contact details.

Update Individual Constituent Names

Use these column names (or their alternative versions):

Field	Accepted Column(s)
Title	Title or Constituent_Title
First Name	FirstName or Constituent_FirstName
Middle Name	Middle Name or Constituent_MiddleName
Last Name	Last Name or Constituent_LastName
Suffix	Suffix or Constituent_Suffix
Formerly	Formerly or Constituent_Formerly
Also Known As	Also Known As or Constituent_AlsoKnownAs

Update Organisation Names

For non-individual constituents:

Organisation Name or Constituent Organisation

Update Address and Contact Details

If the constituent is an individual, updates apply to personal contact details.
For organisations, updates apply to work contact details.

Use these column headings:

Preferred Organisation Name.
Preferred House Building Number.
Preferred AddressLine1.
Preferred AddressLine2.
Preferred Town.
Preferred County.
Preferred Country.
Preferred Postal Code.
Preferred Email Address.
Preferred Phone.
Preferred Mobile Phone.
Preferred Label Name.
Preferred Salutation.
Preferred Area Description.
Preferred Region Description.
Preferred Role Description.

📌 Note:

Countries, Areas, and Regions must already exist in Settings.

You may also:

Block Mail or Phone channels
Archive constituents

Updating all Channels and Purposes requires a different process.

Prepare the Cleaned File for Upload

Ensure the worksheet name is Constituent Cleaned Data.
Remove any columns that have not changed.
Include the Number column to identify which constituent to update.
Keep only the cleaned fields using the correct column titles.

Add Required Control Columns

Add the following columns to manage how updates are applied:

Update

Enter Yes to apply changes to names, addresses, phone numbers, or emails.

Set to Do Not Mail

Enter Yes or a valid reason (e.g. Gone Away).
Updates the Mail channel block in the Preference Centre.

Set to Do Not Phone

Enter Yes or a valid reason (e.g. By Request).
Blocks Phone and SMS channels in the Preference Centre.

Archive Constituent

Enter Yes or a valid reason (e.g. Deceased).
Archives the constituent.

📌 Note:

If all these columns are empty, no updates will be made for that row.

Upload and Validate Your Cleaned File

Upload the file using the File Uploader.
Download the preview file to review the actions:
- Ignore appears when no update will be made (e.g. unchanged rows).
- Rows to be updated show an empty Action column.
If the file contains issues, download it and check any row marked No Action.
- Hover over the status cell to read the comment explaining the error.
Once validated, click Apply to complete the update.