==Import Process Overview==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.
[[Image:ImportUTA.png|link=]]
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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.
* '''==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. The import process consists of five steps:Process Overview==
1. Copy the information to be imported to the '''Windows Clipboard'''.The import process consists of six steps:
21. Paste the information Navigate into the [[SmartSimple]] '''Import Window''' from option for the '''Clipboard'''UTA level you are interested in.
32. Map Copy / format the fields in the pasted data to the fields in the organisation, contact or activity recordbe imported.
43. Validate Paste the information mapping before uploadinginto the [[SmartSimple]] '''Import Window'''.
54. Upload 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 [[SmartSimple]]be imported against.
If you need to split contact 5. Validate the information this technique is repeated – once for the organisation data, and once for the contact datamapping before uploading.
If you have made a mistake you can use 6. Upload the undo feature data to delete all the records of a previous upload[[SmartSimple]].
Each step of this process is described in detail below.
==Importing Organisation RecordsNavigate to the Import option==
This exercise will use an '''MS-Excel''' spreadsheet containing additional head office employees and 1. Go to the Settings page for the UTA that 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 filebe imported against.
At 2. Scroll down to the end of Settings section for the process there will be five new departments and twenty new peoplelevel you wish to import the data against.
13. Launch '''Microsoft Excel'''. 2. Open Click on the file '''Accounts and Contacts.xls'''. [[Image:User12.png]] 3. Select import option for the cells '''A2''' type of data you intend to import* '''D22Import Organizations'''- Associate existing organizations in your system with existing Level 1 objects. 4. Select the * '''Edit CopyImport Contacts''' [[Menu|menu]] or press '''Control + C'''. 5. Switch back to [[SmartSimple]]- Associate existing contacts in your system with existing Level 1 objects.
Since this is an [[Internal|internal]] organisation list, you will use the '''Organisation Chart'''.
6. Click ==Copy/format the '''Organisation''', '''Internal People''' [[Menu|menu]].data==
These departments will be inserted under If you wish to '''import contact''' details then ensure . . .* You have selected at least one field from the root organisation.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
7If you wish to '''import organization''' details then ensure . . . Click * 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 * '''Root OrganisationALL''' link.standard fields are set before the custom fields and in the same order as the field selection list
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.==Paste information into Import Window==
8. Choose the '''Branches''' [[Menu|menu]].* If Once you clicked click on the '''Import Accounts''' button import option then you will load this information as a set of external accounts.* '''Step 1''' of be presented with the relevant Import Wizard is displayedfor the type of data to be imported.
[[Image:User14ImportOrgtoUTA.png|900px]] As there are no company categories established in this instance you cannot select a company category.
91. Click the mouse in the '''import''' text box.
102. Select the '''Edit Paste''' [[Menu|menu]] or press '''Control + V'''.
The data is added to the text box.
[[Image:User15ImportOrgtoUTA2.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:User203.png]] Many of these branch records appear Set the '''Column delimiter''' 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 departmentrequired.
184. Click the '''UploadFirst row contains field names''' buttoncheck box if the first row is column headers rather than real data.
The department records are uploaded5. Click the '''Analyze''' button.
[[Image:User21.png]]
19. Click the link to view the uploaded branches.
[[Image:User22.png]] ==Undoing an UploadValidate the information ==
Note 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 * '''arrowALL''' icon to standard fields are set before the custom fields and in the same order as the left of each department namefield selection list[[Image:ImportOrgtoUTA3. png]]
This icon indicates that these are the most recently uploaded organisation records2. If these records were uploaded in error you can undo the upload by clicking Click the '''Undo Parse Branch Upload''' tabbutton.
[[Image:User23ImportOrgtoUTAParse.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]]3. The system will use the department name in this analyzed 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:User24ImportOrgtoUTA4.png]]
Unless you have copied some other data to the clipboard, the same data is available to be pasted4. If there are no [[User|user]] roles displayed in Click the '''User RolesUpload''' section then you button. The records are not in a [[Role|role]] that can set any roles. 4. Paste the data into the '''Import Wizard'''uploaded.
[[Image:User25ImportOrgtoUTA5.png]]
5. Set the [[Role]] to '''Employee'''. 6. Set the '''Column Delimiter''' to '''Tab'''. [[ImageCategory:User26.pngData Import]] [[Category:System Management]][[Category:Organizations]]
