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* '''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.
==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]].
If you need to split contact information this technique is repeated – once for the organisation data, and once for the contact data.
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.
==Importing Organisation Records==
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.
At the end of the process there will be five new departments and twenty new people.
1. Launch '''Microsoft Excel'''.
2. Open the file '''Accounts and Contacts.xls'''.
[[Image:User12.png]]
3. Select the cells '''A2''' to '''D22'''.
4. Select the '''Edit Copy''' [[Menu|menu]] or press '''Control + C'''.
5. Switch back to [[SmartSimple]].
Since this is an [[Internal|internal]] organisation list, you will use the '''Organisation Chart'''.
6. Click the '''Organisation''', '''Internal People''' [[Menu|menu]].
These departments will be inserted under the root organisation.
7. Click the '''Root Organisation''' link.
The root organisation details are displayed. The import buttons are displayed on the '''New''' [[Menu|menu]].
[[Image:User13.png]]
From the root of the organisation, you can import [[Internal|internal]] branches or [[External|external]] accounts.
8. Choose the '''Branches''' [[Menu|menu]].
* If you clicked the '''Import Accounts''' button you will load this information as a set of external accounts.
* '''Step 1''' of the Import Wizard is displayed.
[[Image:User14.png]]
As there are no company categories established in this instance you cannot select a company category.
9. Click the mouse in the '''import''' text box.
10. Select the '''Edit Paste''' [[Menu|menu]] or press '''Control + V'''.
The data is added to the text box.
[[Image:User15.png]]
11. Press '''Control + Home''' to see the start of the pasted data.
This data contains the field names and is delimited by tab.
12. Set the '''Column delimiter''' to '''Tab'''.
13. Click the '''First row contains field names''' check box.
14. Click the '''Analyze''' button.
The analyzed data is displayed.
[[Image:User16.png]]
* In this instance only the branch name can be set.
15. Map the '''first field''' to the '''Organisation Name''' field.
[[Image:User17.png]]
If you were importing [[External|external]] accounts you would also need to set the account owner to the correct manager.
16. Click the '''Parse Branch''' button.
[[Image:User18.png]]
You are prompted to continue with the current owner and category.
[[Image:User19.png]]
17. Click the '''OK''' button.
The analyzed data is displayed.
[[Image:User20.png]]
Many of these branch records appear as duplicates because the department is repeated for each person.
* The duplicate departments are not marked for uploading, so only one of each department will be created.
* When you upload the same data into the contact table, the contacts will be associated with the correct department.
18. Click the '''Upload''' button.
The department records are uploaded.
[[Image:User21.png]]
19. Click the link to view the uploaded branches.
[[Image:User22.png]]
==Undoing an Upload==
Note the '''arrow''' icon to the left of each department name.
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.
[[Image:User23.png]]
When you click this link all the organisation records last uploaded will be removed.
==Importing User Data==
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]].
1. If you are not in the [[Organisation Hierarchy]] view – click the '''Organisation''', [[Internal]] People [[Menu|menu]].
2. Click the '''root organisation''' name.
The root organisation details are displayed.
3. Choose the '''Import''', [[User|Users]] [[Menu|menu]].
'''Step 1''' of the User Import Wizard is displayed.
[[Image:User24.png]]
Unless you have copied some other data to the clipboard, the same data is available to be pasted.
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.
4. Paste the data into the '''Import Wizard'''.
[[Image:User25.png]]
5. Set the [[Role]] to '''Employee'''.
6. Set the '''Column Delimiter''' to '''Tab'''.
[[Image:User26.png]]
[[Category:System Management]][[Category:Organizations]]