Importing Organizations or Contacts Association

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Revision as of 13:35, 31 August 2016 by Ciaran Donnelly (talk | contribs) (→‎Import People Relationship)

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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

IWT-01b.PNG

There are three Import Wizard Tools:

  • Import Associations - list of existing Companies/Accounts to the Users/Contacts
  • Import People Relationship - list of existing Users/Contacts to the Users/Contacts
  • Import Company Relationship - list of existing Companies/Accounts to the Companies/Accounts

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 People Relationship

Case 1. With 2 unique identifiers

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

  • 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
  • Click Import User/Contact to User/Contact Relationship. Step 1 of 4 of the Import Wizard is displayed.
  • Paste Case 1 data.
IWT-02.PNG
  • Click Analyze. The Import Wizard now shows Step 2 of 4.
  • Map columns to corresponding standard field/custom fields and then click Parse Data
IWT-03.PNG
  • The Import Wizard now shows Step 3 of 4, with the data mapped accordingly based on Step 2.
IWT-04.PNG

7. Click Upload

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

IWT-05.PNG

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

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:

IWT-06.PNG
IWT-07.PNG
IWT-08.PNG
IWT-09.PNG


Contact Relationship Listview

The listview of all records added:

IWT-10.PNG

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 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.

IWT-11.PNG

4. Click Analyze

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

IWT-12.PNG

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

IWT-13.PNG

7. Click Upload

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

IWT-14.PNG

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:

IWT-15.PNG

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 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.

IWT-16.PNG

4. Click Analyze

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

IWT-17.PNG

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

IWT-18.PNG

7. Click Upload

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

IWT-19.PNG

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:

IWT-20.PNG

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.
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