Importing Organizations or Contacts Association

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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

File:IWT-01.PNG

There are three Import Wizard Tools:

  • Import User/Contact to User/Contact Relationship - Contact Relationship
  • Import Company/Account to Company/Account Relationship - Company Relationship
  • Import Company/Account to User/Contact Associations - Company-Contact Association

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 User/Contact to User/Contact Relationship

Case 1. With 2 unique identifiers

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

2. Click Import User/Contact to User/Contact Relationship, the Import Wizard is displayed.

3. Paste Case 1 data.

IWT-02.PNG

4. Click Analyze

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

IWT-03.PNG

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

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

Or 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.
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/Account to Company/Account 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
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-02.PNG

4. Click Analyze

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

IWT-03.PNG

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

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 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.
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 6151805 101

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 Organization_ID is not existing, or the Company ID is incorrect.

Import Company/Account to User/Contact Associations