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

Revision as of 16:25, 19 June 2014

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The main 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.

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 agains.

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.

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.

3. Press Control + Home to see the start of the pasted data.

This data contains the field names and is delimited by tab.

4 Set the Column delimiter as required.

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

6. 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

2. Click the Parse Branch button.

You are prompted to continue with the current owner and category.

17. Click the OK button.

The analyzed data is displayed.

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.

19. Click the link to view the uploaded branches.