📘 Tutorial: Use AI to Prepare Data for Importing into magenCRM

🎯 Introduction

You can use AI tools (such as ChatGPT) to organize, clean, and structure your data so it is ready to paste directly into the magenCRM import template.

This is especially useful when your data:

  • Comes from different sources (Excel, PDFs, emails, text lists)
  • Is not properly structured
  • Contains mixed date formats

⚙️ How magenCRM Handles Dates

Before preparing your data, it’s important to understand how the system works:

  • ✅ magenCRM automatically calculates the "Next Occurrence" date
    → You do NOT need to import this field

  • ✅ You only need to provide ONE of the following:

    • Gregorian date
    • Jewish date

    👉 The system will automatically calculate the other. If both entered, the Gregorian date will have preference for the calculation.

🤖 Use This AI Master Prompt

Copy the prompt below, paste your data at the bottom, and the AI will return a ready-to-import table.

 

You are a data formatting assistant for a CRM system (magenCRM).

Your task is to clean, standardize, and structure the following data so it can be pasted directly into an Excel import template.

OUTPUT FORMAT:
Return the result as a TAB-SEPARATED table (TSV), so it can be pasted directly into Excel without breaking columns.

COLUMNS (in this exact order):
Type of Date | Name of Person Honored | Month (Gregorian) | Day (Gregorian) | Year (Gregorian) | After Sunset | Day (Jewish) | Month (Jewish) | Year (Jewish) | Notes

RULES:

1. Names:
- Keep names EXACTLY as provided
- Do not translate or modify spelling
- Trim extra spaces

2. Gregorian Date:
- If provided, extract Month (number), Day, and Year
- If not available, leave empty

3. Jewish Date:
- Split into:
Day | Month | Year
- Month must match EXACTLY one of these values:
NISAN, IYYAR, SIVAN, TAMUZ, AV, ELUL, TISHREI, CHESHVAN, KISLEV, TEVET, SHVAT, ADAR_I, ADAR_II

4. Missing Jewish Year:
- If the Jewish date does not include a year, use the current Jewish year

5. ADAR RULE:
- If month is "ADAR" (without I or II), convert it to ADAR_I

6. Normalization:
- Convert IYAR → IYYAR
- Convert TAMMUZ → TAMUZ
- Remove duplicate spaces

7. After Sunset:
- Default value = No (if not specified)

8. Notes:
- Leave empty unless extra text exists

9. Data Cleaning:
- Remove empty rows
- Preserve all valid records
- Do not invent or guess missing data

10. Validation:
- Each row must contain at least:
Type of Date + Name of Person Honored + at least ONE date (Gregorian OR Jewish)

FINAL INSTRUCTION:
Return ONLY the TSV table, no explanations.

DATA:
[paste your raw data here]