The Dealer Contacts FTP process is designed to receive a complete, up-to-date list of contacts for each dealer via a CSV import. The ContactTypeNames field accepts a comma-separated list of contact type codes; any contact types not included for a dealer will be removed from that dealer's record in Aimbase. Similarly, if existing contacts are omitted from the file, they will be deactivated in Aimbase. This approach ensures that the data in Aimbase reflects only what is explicitly provided in the import file.
Important Import Rules (Read Before Sending Files)
Full Replacement Requirement
This import is processed as a full replacement for each dealer location included in the file.
Whenever you send a file that contains a dealer number + dealer location, Aimbase assumes the file includes the complete current list of contacts for that dealer location.
This means:
- If 1 new contact is added for a dealer location, the file must include all active contacts for that dealer location.
- If 1 contact is edited, the file must include all active contacts for that dealer location.
- If 1 contact is removed, the file must include all active contacts for that dealer location.
- If multiple contacts are added/updated/removed at once, the file must still include all active contacts for that dealer location.
Important: If an active contact is missing from the file, Aimbase will treat that contact as removed and deactivate it.
File Sorting Requirement
The CSV file MUST be sorted by DealerNumber, then DealerLocation.
Aimbase splits the file into processing batches based on DealerNumber and DealerLocation values. Aimbase does not sort the file before batching, so contacts for the same dealer location must be grouped together in the file.
If contacts for a dealer location are scattered throughout the file (not next to each other), they may be split into multiple batches. When this happens, the only contacts that remain active are the contacts included in the final batch processed for that dealer location.
One Row Per Contact Requirement
Each contact must appear only once per dealer location in the file, with all contact type assignments included in the ContactTypeNames field on a single row.
If the same contact is included on multiple rows (for example, one row per contact type), Aimbase will only accept the final row processed for that contact. Any contact types included on earlier rows will be treated as missing and will be removed/deactivated.
Important: Do not split a single contact across multiple rows. Always combine all contact type codes into one comma-separated list in the ContactTypeNames field.
To indicate the end of the file, the final row of the CSV should contain the letter E in column A. This marker is used to confirm that the file has been transmitted in full and is ready for processing.
Required Headers
The file must include the following headers in the first row:
- DealerNumber
- DealerLocation
- FirstName
- LastName
- IsActive
- ContactTypeNames
- Title
- PrimaryPhoneNumber
- SecondaryPhoneNumber
- Fax
- CountryCode
Field Details
| Field | Required | Field Type | Length | Description |
| DealerNumber | X |
Text | 20 | |
| DealerLocation |
|
Text | 10 | |
| FirstName |
|
Text | 80 | |
| LastName |
|
Text | 80 | |
X |
Text | 100 | ||
| IsActive | X |
Boolean | 1 | 1 = true, 0 = false |
| ContactTypeNames |
|
Text | - |
This field should contain a comma-separated list of contact type codes associated with the contact. A complete list of valid codes will be provided by your Rollick representative. Only the contact types listed here will remain active for the dealer in Aimbase—any missing types will be removed.
Marketing contact type codes:
|
| Title |
|
Text | 25 | |
| PrimaryPhoneNumber |
|
Text | 20 | |
| SecondaryPhoneNumber |
|
Text | 20 | |
| Fax |
|
Text | 20 | |
| CountryCode |
|
Text | 2 |
Example File (Excel View)
