Difference between revisions of "Import multiple contact/companies to uta objects"

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The main [[UTA Settings - Settings|UTA Settings]] page includes sections specific to the {{l1}}, {{l2}} and {{l3}} records. Each of these sections includes options for importing contact and company records using an import wizard.
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[[Image:ImportUTA.png|link=]]
 
[[Image:ImportUTA.png|link=]]
 
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==Import Process Overview==
 
==Import Process Overview==
  
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The main [[UTA Settings - Settings|UTA Settings]] page includes sections specific to the level one, two and three records. Each of these sections includes options for importing contact and company records using an import wizard.
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The import process consists of six steps:
  
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* '''Import Organizations''' - Associate existing organizations in your system with existing Level 1 objects.
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1. Navigate into the Import option for the UTA level you are interested in.
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* '''Import Contacts''' - Associate existing contacts in your system with existing Level 1 objects.
 
  
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The import process consists of five steps:
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2. Copy / format the data to be imported.
  
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1. Copy the information to be imported to the '''Windows Clipboard'''.
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3. Paste the information into the [[SmartSimple]] '''Import Window'''.
  
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2. Paste the information into the [[SmartSimple]] '''Import Window''' from the '''Clipboard'''.
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4. Map the fields in the pasted data to the system data. This must include mappings to
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*identify the contact or organization to be imported
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*the role or category they are to be imported as
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*mappings to identify the individual record (level 1, 2, or 3) that the data is to be imported against.  
  
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3. Map the fields in the pasted data to the fields in the organisation, contact or activity record.
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5. Validate the information mapping before uploading.
  
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4. Validate the information mapping before uploading.
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6. Upload the data to [[SmartSimple]].
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5. Upload the data to [[SmartSimple]].
 
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If you need to split contact information this technique is repeated – once for the organisation data, and once for the contact data.
 
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If you have made a mistake you can use the undo feature to delete all the records of a previous upload.
 
  
 
Each step of this process is described in detail below.
 
Each step of this process is described in detail below.
  
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==Importing Organisation Records==
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==Navigate to the Import option==
  
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This exercise will use an '''MS-Excel''' spreadsheet containing additional head office employees and the associated department.  Since there is both “organisation” and “people” information in this data, this exercise will demonstrate the technique required to split this type of file.
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1. Go to the Settings page for the UTA that the data will be imported against.
  
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At the end of the process there will be five new departments and twenty new people.
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2. Scroll down to the Settings section for the level you wish to import the data against.
  
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1. Launch '''Microsoft Excel'''.
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3. Click on the import option for the type of data you intend to import
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* '''Import Organizations''' - Associate existing organizations in your system with existing Level 1 objects.
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2. Open the file '''Accounts and Contacts.xls'''.
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* '''Import Contacts''' - Associate existing contacts in your system with existing Level 1 objects.
  
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[[Image:User12.png]]
 
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3. Select the cells '''A2''' to '''D22'''.
 
  
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4. Select the '''Edit Copy''' [[Menu|menu]] or press '''Control + C'''.
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==Copy/format the data==
  
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5. Switch back to [[SmartSimple]].
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If you wish to '''import contact''' details then ensure . . .
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* You have selected at least one field from the Users and one field from the entity (level 1, 2 or 3) for matching
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* You have included the user role name you want to import contacts as
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* '''ALL''' standard fields are set before the custom fields and in the same order as the field selection list
  
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Since this is an [[Internal|internal]] organisation list, you will use the '''Organisation Chart'''.
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If you wish to '''import organization''' details then ensure . . .
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* You have selected at least one field from the Companies and one field from the entity (level 1, 2 or 3) for matching
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* You have included the company role name you want to import companies as
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* '''ALL''' standard fields are set before the custom fields and in the same order as the field selection list
  
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6. Click the '''Organisation''', '''Internal People''' [[Menu|menu]].
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==Paste information into Import Window==
  
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These departments will be inserted under the root organisation.
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Once you click on the import option then you will be presented with the relevant Import Wizard for the type of data to be imported.  
  
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7. Click the '''Root Organisation''' link.
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[[Image:ImportOrgtoUTA.png|900px]]
  
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The root organisation details are displayed. The import buttons are displayed on the '''New''' [[Menu|menu]].
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1. Click the mouse in the '''import''' text box.
  
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[[Image:User13.png]]
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2. Select the '''Edit Paste''' [[Menu|menu]] or press '''Control + V'''.  
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From the root of the organisation, you can import [[Internal|internal]] branches or [[External|external]] accounts.
 
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8. Choose the '''Branches''' [[Menu|menu]].
 
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* If you clicked the '''Import Accounts''' button you will load this information as a set of external accounts.
 
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* '''Step 1''' of the Import Wizard is displayed.
 
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[[Image:User14.png]]
 
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As there are no company categories established in this instance you cannot select a company category.
 
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9. Click the mouse in the '''import''' text box.
 
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10. Select the '''Edit Paste''' [[Menu|menu]] or press '''Control + V'''.  
 
  
 
The data is added to the text box.
 
The data is added to the text box.
  
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[[Image:User15.png]]
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[[Image:ImportOrgtoUTA2.png]]
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11. Press '''Control + Home''' to see the start of the pasted data.
 
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This data contains the field names and is delimited by tab.
 
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12. Set the '''Column delimiter''' to '''Tab'''.
 
  
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13. Click the '''First row contains field names''' check box.
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3. Set the '''Column delimiter''' as required.
  
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14. Click the '''Analyze''' button.
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4. Click the '''First row contains field names''' check box if the first row is column headers rather than real data.
  
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The analyzed data is displayed.
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5. Click the '''Analyze''' button.
  
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[[Image:User16.png]]
 
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* In this instance only the branch name can be set.
 
  
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15. Map the '''first field''' to the '''Organisation Name''' field.
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==Validate the information ==
  
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[[Image:User17.png]]
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1. Map the fields, ensuring that . . .  
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* You have selected at least one field from the Company / Contact and one field from the entity (level 1, 2 or 3) for matching
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If you were importing [[External|external]] accounts you would also need to set the account owner to the correct manager.
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* You have included the company / contact role name you want to import companies as
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* '''ALL''' standard fields are set before the custom fields and in the same order as the field selection list
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[[Image:ImportOrgtoUTA3.png]]
  
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16. Click the '''Parse Branch''' button.
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2. Click the '''Parse Branch''' button.
  
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[[Image:User18.png]]
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[[Image:ImportOrgtoUTAParse.png]]
 
   
 
   
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You are prompted to continue with the current owner and category.
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3. The analyzed data is displayed.
  
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[[Image:User19.png]]
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[[Image:ImportOrgtoUTA4.png]]
 
   
 
   
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17. Click the '''OK''' button.
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4. Click the '''Upload''' button. The records are uploaded.
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The analyzed data is displayed.
 
  
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[[Image:User20.png]]
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[[Image:ImportOrgtoUTA5.png]]
 
   
 
   
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Many of these branch records appear as duplicates because the department is repeated for each person.
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[[Category:Data Import]]
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* The duplicate departments are not marked for uploading, so only one of each department will be created.
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[[Category:System Management]]
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* When you upload the same data into the contact table, the contacts will be associated with the correct department.
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[[Category:Organizations]]
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18. Click the '''Upload''' button.
 
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The department records are uploaded.
 
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[[Image:User21.png]]
 
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19. Click the link to view the uploaded branches.
 
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[[Image:User22.png]]
 
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==Undoing an Upload==
 
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Note the '''arrow''' icon to the left of each department name.
 
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This icon indicates that these are the most recently uploaded organisation records. If these records were uploaded in error you can undo the upload by clicking the '''Undo Branch Upload''' tab.
 
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[[Image:User23.png]]
 
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When you click this link all the organisation records last uploaded will be removed.
 
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==Importing User Data==
 
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Next you will use the same data but this time use the data to create the [[User|users]]. The system will use the department name in this data to determine the correct department to associate with each user. Since these are [[Internal|internal]] people you need to use the '''Organisation Internal''' [[Menu|menu]].
 
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1. If you are not in the [[Organisation Hierarchy]] view – click the '''Organisation''', [[Internal]] People [[Menu|menu]].
 
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2. Click the '''root organisation''' name.
 
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The root organisation details are displayed.
 
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3. Choose the '''Import''', [[User|Users]] [[Menu|menu]].
 
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'''Step 1''' of the User Import Wizard is displayed.
 
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[[Image:User24.png]]
 
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Unless you have copied some other data to the clipboard, the same data is available to be pasted.
 
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If there are no [[User|user]] roles displayed in the '''User Roles''' section then you are not in a [[Role|role]] that can set any roles.
 
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4. Paste the data into the '''Import Wizard'''.
 
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[[Image:User25.png]]
 
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5. Set the [[Role]] to '''Employee'''.
 
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6. Set the '''Column Delimiter''' to '''Tab'''.
 
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[[Image:User26.png]]
 
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[[Category:System Management]][[Category:Organizations]]
 

Latest revision as of 15:17, 20 July 2017

The main UTA Settings page includes sections specific to the Level 1, Level 2 and Level 3 records. Each of these sections includes options for importing contact and company records using an import wizard.

ImportUTA.png

Import Process Overview

The import process consists of six steps:

1. Navigate into the Import option for the UTA level you are interested in.

2. Copy / format the data to be imported.

3. Paste the information into the SmartSimple Import Window.

4. Map the fields in the pasted data to the system data. This must include mappings to

  • identify the contact or organization to be imported
  • the role or category they are to be imported as
  • mappings to identify the individual record (level 1, 2, or 3) that the data is to be imported against.

5. Validate the information mapping before uploading.

6. Upload the data to SmartSimple.

Each step of this process is described in detail below.

Navigate to the Import option

1. Go to the Settings page for the UTA that the data will be imported against.

2. Scroll down to the Settings section for the level you wish to import the data against.

3. Click on the import option for the type of data you intend to import

  • Import Organizations - Associate existing organizations in your system with existing Level 1 objects.
  • Import Contacts - Associate existing contacts in your system with existing Level 1 objects.


Copy/format the data

If you wish to import contact details then ensure . . .

  • You have selected at least one field from the Users and one field from the entity (level 1, 2 or 3) for matching
  • You have included the user role name you want to import contacts as
  • ALL standard fields are set before the custom fields and in the same order as the field selection list

If you wish to import organization details then ensure . . .

  • You have selected at least one field from the Companies and one field from the entity (level 1, 2 or 3) for matching
  • You have included the company role name you want to import companies as
  • ALL standard fields are set before the custom fields and in the same order as the field selection list

Paste information into Import Window

Once you click on the import option then you will be presented with the relevant Import Wizard for the type of data to be imported.

ImportOrgtoUTA.png

1. Click the mouse in the import text box.

2. Select the Edit Paste menu or press Control + V.

The data is added to the text box.

ImportOrgtoUTA2.png

3. Set the Column delimiter as required.

4. Click the First row contains field names check box if the first row is column headers rather than real data.

5. Click the Analyze button.


Validate the information

1. Map the fields, ensuring that . . .

  • You have selected at least one field from the Company / Contact and one field from the entity (level 1, 2 or 3) for matching
  • You have included the company / contact role name you want to import companies as
  • ALL standard fields are set before the custom fields and in the same order as the field selection list

ImportOrgtoUTA3.png

2. Click the Parse Branch button.

ImportOrgtoUTAParse.png

3. The analyzed data is displayed.

ImportOrgtoUTA4.png

4. Click the Upload button. The records are uploaded.

ImportOrgtoUTA5.png

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