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Import client contacts

  • Updated

Use these instructions to import generic CSV data for client contacts.

Before you begin

Before you import data into , you need to prepare a suitable import file.

  • Tips for ensuring a successful import
    • In your import file, each column header identifies a data field that you want to include in your import. You need specify column headers for the mandatory fields plus any additional fields that you want to import.
    • The column headers in your import file must match the format of the column headers in the sample file exactly. You must use the same capitalisation, with any spaces, punctuation or other characters as shown.
    • Make sure that you save the import file in the correct format: CSV

      When working with the CSV file in Excel, make sure you save it using CSV (comma delimited) (*.csv) format. There are several other CSV formats, which are not currently supported by .

    • Make sure there are no carriage-return characters in any of the data fields. These characters are created by pressing the Enter key and may have been included in the original data to break text onto several lines; in an address, for example.
    • Make sure there are no blank lines at the end of the data file. If you see error messages reporting that several mandatory items are missing, open the CSV file in a text editor like Notepad to check for (and remove) blank lines.
    • Depending on the source of your import file, you may notice that there some columns that you do not wish to import. You can remove any such columns (as long as they are not mandatory columns - see Set up a file from scratch, below) before you run the import. Alternatively, during the Map fields step of the import process, you can flag any unwanted columns as Do not import, so they are ignored.
    • If any custom fields have been set up for contacts, those fields will be listed: Custom Field (Field Name) at the Map fields step of the import process. To import data into a custom field, you need to include the Field Name as a column header in your import file, in the same way as regular data fields.

Setting up an import file

To set up an import file, do one of the following:

  • Modify a sample file
    1. Download the Client Contact Import Example CSV file at the end of this article.
    2. Open the file using a suitable desktop application, such as Microsoft Excel.
    3. Remove any columns that you do not wish to use (but not the mandatory columns - see Set up a file from scratch, below).
    4. Replace the sample data (from row 2 onwards) with the information you wish to import.
    5. Save the completed file in CSV format.
  • Set up a file from scratch
    1. Create a spreadsheet using a suitable desktop application, such as Microsoft Excel.
    2. Include the mandatory column headers (plus any optional column headers you require) in row 1. Each column header should be in a separate column. Copy each column header exactly (the import is case sensitive).

      If a column header in the import file has an exact match with a column header shown below, will automatically assign the CSV input data to the correct data field. If any column headers do not match exactly, you can match them manually during the field mapping stage of the import.

      Column Header Description
      First Name The first name of this contact person. For example: Catrina
      Last Name

      The last name of this contact person: Forster
      Salutation

      The name to follow 'Dear' at the start of a letter: Catrina
      Addressee

      The formal name used in templates for documents such as invoices: Ms C Forster
      Phone

      Contact phone number including area code: (04) 123-4567
      Mobile

      Mobile number: (022) 234-5678
      Email

      Contact email address: catrina@archwaybiz.com
      Client

      The name of the client to whom the contact is being added. The client name must match an existing client name.
      Position

      The position or job role that the contact has in the client organisation.
      Is Primary Contact

      If the contact is the primary contact, enter YES in this field.

      The primary contact is effectively the default contact for the client. Whenever needs to use the client and contact fields, it selects this contact, as opposed to any additional (non-primary) contacts. The primary contact appears first in the list of contacts on the client details screen.

      When you send an email, the contact that is set as the primary contact is automatically added in the 'To' field of the email screen.
      Include in Emails

      To include the contact in emails, enter YES in this field.

      The contact is automatically added to the 'CC' field when sending an email.
    3. In row 2 onwards, enter the information that you wish to import.
    4. Save the completed file in CSV format.
  • Modify a file containing data exported from another application
    1. Open a CSV file that has been exported from another application.
    2. Remove any rows that you do not wish to use.
    3. Remove any columns that you do not wish to use (but not the mandatory columns - see Set up a file from scratch, above).
    4. Change each column header so that it exactly matches the equivalent column header listed under Set up a file from scratch above. Using the standard column headers reduces the effort required when you map the CSV file column headers to the standard column headers.
    5. Save the completed file in CSV format.

Notes on import data for client contacts

  • If you re-import a client contact using the Create method, the contact is duplicated in the client record.

Importing the data

To import client contact data into :

  1. On the toolbar click settings-icon.png and select the Import tab. The Import screen displays the status of any previous import operations:
    • Imported. The import is complete.
    • Validated. The import was partly completed. You can click the Validated flag to complete the import operation from the data validation stage reached earlier.
  2. On the Import screen, click Import to start the import wizard.
  3. In the import wizard, Upload File step, provide the following information, as required.
    Field Description
    Data Type

    The data type of file that you wish to import. Select Client Contacts.
    Click to upload

    Drag and drop or click to select the CSV file you wish to import.
    Import Method

    Select the import method to use:

    • Create. Use the imported CSV data to create new client contacts.
    • Update. (coming soon)
    • Create & Update. (coming soon)
    • Delete. (coming soon)
  4. Click Next. The fields you can import are listed.
  5. In the import wizard, Map Fields step, make sure that each field is correctly mapped to the column names specified in the uploaded CSV file.

    If you have used the standard column header names, mapping will take place automatically. Sample data items from row 2 of the CSV file are displayed, at right, to help you verify that the mapping is correct.

    To ignore data in optional data fields, you can select Do not import in the Column Name drop-down list, if you wish. This saves you having to physically remove any fields you do not wish to import.

  6. Click Next. Your CSV data is validated and produces an error report. Choose your next step from the following table.
    Errors Yes/No? Next Step...
    No Click Import Rows to complete the import process. displays the Import screen. You may need to refresh the screen to update the Importing.. flag to show Imported.
    Yes

    Do one of the following:

    • Click Import Rows Excluding Errors to complete the import process using only rows that were correct.
    • Click Download Error Rows to download a CSV file that contains only those rows that contain an error. You can correct the errors and re-start the import process using the corrected file.
    • Pause the import process by clicking the back-arrow at top-left of the screen. displays the Import screen.

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