Difference between revisions of "Importing Organizations or Contacts Association"

Revision as of 12:15, 20 July 2016 (view source) Lalaine Songalia (talk | contribs) (→‎Case 1. With 2 unique identifiers) ← Older edit		Revision as of 12:16, 20 July 2016 (view source) Lalaine Songalia (talk | contribs) (→‎Case 1. With 2 unique identifiers) Newer edit →
Line 59:		Line 59:
	|+Table 1		|+Table 1
	|-		|-
−	|Column 1: User Role	+	|Column 1: [[User_Role|User Role]]
	||Column 2: Unique ID (Custom Field)		||Column 2: Unique ID (Custom Field)
	i.e. Contact_ID of the first contact		i.e. Contact_ID of the first contact

---

Revision as of 12:16, 20 July 2016

Three Types of Associations between Organizations and Contacts

There are three (3) types of associations between organizations and contacts that can be imported using FIle Import Wizard.

1. Company Relationship

• relationships between companies

2. Contact Relationship

• relationships between contacts

3. Company-Contact Association

• associations between organizations and contacts
• custom fields can also be added and imported in this section

Prerequisites

• Relationship should be enabled
• Roles have been created
• Organizations or Contacts should be existing on the instance
• Custom fields have been created - only available for Company-Contact associations

File Import Wizard Tool

To access the Import Wizard Tool for Organizations and Contacts:

1. Under the Configuration menu, click on Global Settings
2. Click on the Organizations & Users tab
3. The Import Wizard Tools are found under the Association Settings section

File:IWT-01.PNG

There are three Import Wizard Tools:

• Import User/Contact to User/Contact Relationship - Contact Relationship
• Import Company/Account to Company/Account Relationship - Company Relationship
• Import Company/Account to User/Contact Associations - Company-Contact Association

Import Process Overview

The import process consists of five steps:

1. Copy the information to be imported to the Windows Clipboard.

2. Paste the information into the SmartSimple Import Window from the Clipboard.

3. Map the fields in the pasted data to the fields in the organisation, contact or activity record.

4. Validate the information mapping before uploading.

5. Upload the data to SmartSimple.

Currently, there is no way to delete associations imported using the Import Wizard Tool.

Each step of this process is described in detail below.

Import User/Contact to User/Contact Relationship

Case 1. With 2 unique identifiers

Data with the role and two unique identifiers can be used to add association between two contacts.

1. Prepare data to be imported

Table 1

Column 1: User Role	Column 2: Unique ID (Custom Field) i.e. Contact_ID of the first contact	Column 3: Unique ID (Custom Field) i.e. Contact_ID of the second contact
Colleague	100	470
Ex-Boss	100	130

2. Click Import User/Contact to User/Contact Relationship, the Import Wizard is displayed.

3. Paste Case 1 data.

4. Click Analyze

5. Map columns to corresponding standard field/custom fields and then click Parse Data

6. Data will be mapped accordingly based on Step 5.

7. Click Upload

8. It will display under Status if data was successfully uploaded.

Case 2. With a Standard Field User ID and a Custom Field unique identifier of the contact

Or data with the role, the User ID, which is a standard field from the instance and one unique identifier can also be an alternative to add association between two contacts.

Table 2

Column 1: User Role	Column 2: User ID (Standard Field) i.e. The unique identifier created by SmartSimple	Column 3: Unique ID (Custom Field) i.e. Contact_ID of the second contact
Spouse	6151805	101
Used to work with	6151805	105

Repeat Steps 1 to 8 above. Mapping will be different. See below:

Contact Relationship Listview

The listview of all records added:

Notes

• No custom fields can be included in this type of association.
• When import fails, either the relationship might be already existing, or the Contact_ID is not existing, or the User ID is incorrect.

Import Company/Account to Company/Account Relationship

Case 1. With 2 unique identifiers

Data with the role and two unique identifiers can be used to add association between two organizations.

1. Prepare data to be imported

Table 3

Column 1: Company Role	Column 2: Unique ID (Custom Field) i.e. Organization_ID of the first company	Column 3: Unique ID (Custom Field) i.e. Organization_ID of the second company
Supporting Organization	1001	1043

2. Click Import Company/Account to Company/Account Relationship, the Import Wizard is displayed.

3. Paste Case 1 data.

4. Click Analyze

5. Map columns to corresponding standard field/custom fields and then click Parse Data

6. Data will be mapped accordingly based on Step 5.

7. Click Upload

8. It will display under Status if data was successfully uploaded.

Case 2. With a Standard Field Company ID and a Custom Field unique identifier of the company

Or data with the Company Role, the Company ID, which is a standard field from the instance and one unique identifier can also be an alternative to add association between two organizations.

Table 4

Column 1: Company Role	Column 2: Company ID (Standard Field) i.e. The unique identifier created by SmartSimple	Column 3: Unique ID (Custom Field) i.e. Organization_ID of the second company
Supporting Organization	1118638	1018

Repeat Steps 1 to 8 above. Mapping will be based on Table 4 above.

Contact Relationship Listview

The listview of all record(s) added:

Notes

• No custom fields can be included in this type of association.
• When import fails, either the relationship might be already existing, or the Organization_ID is not existing, or the Company ID is incorrect.

Import Company/Account to User/Contact Associations

Case 1. With 2 unique identifiers

Data with the User Role and two unique identifiers can be used to add association between organization and contact.

1. Prepare data to be imported

Table 5

Column 1: User Role	Column 2: Unique ID (Custom Field) i.e. Organization_ID of the first company	Column 3: Unique ID (Custom Field) i.e. Contact_ID of the second company	Column 4: Custom Field #1	Column 5: Custom Field #2	Column 6: Custom Field #3
Consultant	1003	122	cf1 test value	cf2 test value	cf3 test value
Consultant	1003	129	value 1	value2	value3

2. Click Import Company/Account to User/Contact Associations, the Import Wizard is displayed.

3. Paste Case 1 data.

4. Click Analyze

5. Map columns to corresponding standard field/custom fields and then click Parse Data

6. Data will be mapped accordingly based on Step 5.

7. Click Upload

8. It will display under Status if data was successfully uploaded.

Case 2. With a Standard Field Company ID and a Custom Field unique identifier of the contact

Or data with the User Role, the Company ID, which is a standard field from the instance and one unique identifier can also be an alternative to add association between organization and contact.

Table 6

Column 1: User Role	Column 2: Company ID (Standard Field) i.e. The unique identifier created by SmartSimple	Column 3: Unique ID (Custom Field) i.e. Contact_ID of the contact	Column 4: Custom Field #1	Column 5: Custom Field #2	Column 6: Custom Field #3
Technical Advisor	1118639	950291	cf1 value	cf2 value	cf3 value
Consultant	1118639	440	value 1	value 2	value 3

Repeat Steps 1 to 8 above. Mapping will be based on Table 6 above.

Contact Relationship Listview

The listview of all record(s) added:

Notes

• Custom fields can be included in this type of association.
• When import fails, either the relationship might be already existing, or the Organization_ID or Contact_ID is not existing, or the Company ID is incorrect.