HOW TO... Import Companies/Contacts into OA

Transcription

1 HOW TO... Document Ref: MK-HT001 Date: Aug , rev. June Document Version: 2.0 Modules Affected: CRM Earliest available version of COINS: COINS OA These notes are published as guidelines only. This How to Guide may contain recommendations about configuration changes. Your configuration will almost certainly vary from the examples given in this document. Any configuration changes should always be applied to a separate non-live environment first and tested to prove that the features work as you require. Should you have any difficulties with this please contact the COINS USA Support Center or your account representative to arrange for some COINS consultancy. Please note that you should not expect the Support team to conduct configuration changes for you Construction Industry Solutions

2 Contents 1 Purpose of this Document Set Up the CSV File How the Import Works CSV File Format Set Up the CSV File Import the Data Sample CSV File... 9 Construction Industry Solutions Corp, Aug , rev. Jun

3 1 Purpose of this Document You can use the Companies/Contacts Import function in OA CRM (Marketing) to import company/contact data into OA from a CSV file. This document can help you gain a better understanding of how to use this import function. Construction Industry Solutions Corp, Aug , rev. Jun Page 3 of 10

4 2 Set Up the CSV File Before you can import any company and contact data into OA, you must first set up a CSV file to contain the data to be imported. This data must be placed in rows which are imported in the following order: Company 1, Office 1, Contacts and Addresses for Company 1 / Office 1, Office 2, Contacts and Addresses for Company 1 / Office 2,, Company 2, etc. The steps in this section describe how to set up rows in a CSV file so that they may be imported in the correct order described above. 2.1 How the Import Works Below is a brief outline describing how data is imported into OA using a CSV file as set up according to the instructions in the next section, Set Up the CSV File. 1. A row is imported. The data created is determined by which type of row has been imported, as follows: a. If it is a Company row, the Company, Main Office, and Main Office Address records are created. If this row has Office data, it is used when creating the Main Office record for this Company. If this row has Address data, it is used when creating the Main Office Address record for this Company. If this row has Contact data, it is used when creating the Main Contact record for this Company/Main Office. b. If it is a Contact row, the Contact record for the Recent Company 1 /Recent Office 2 is created. c. If it is an Office row, the Office and Office Address records for the Recent Company are created. 1 Recent Company means the Last Company record created. 2 Recent Office means the Last Office record created. Construction Industry Solutions Corp, Aug , rev. Jun Page 4 of 10

5 If this row has Address data, it is used when creating the Office Address record. If this row has Contact data, the Main Contact record for the Recent Company/this Office is created. d. If it is an Address row, the Address record for the Recent Company/Recent Office is created. 2. The next row is imported and follows Steps a through d above. This process continues until all rows are imported. 2.2 CSV File Format The format for the CSV file that you create in Step 2.3 should appear as shown in the example below. For space restriction purposes, note that only the first few rows and columns are shown Row Type Legal Name Co Type City-Alpha Office Type COMPANY BFI WASTE CLIENT RALEIGH-BFI HEAD CONTACT BFI WASTE CLIENT RALEIGH-BFI HEAD OFFICE BFI WASTE CLIENT OBERLIN-BFI BRANCH OFFICE BFI WASTE CLIENT DURHAM-BFI BRANCH ADDRESS BFI WASTE CLIENT DURHAM-BFI BRANCH 2.3 Set Up the CSV File This section describes how to set up the rows in a CSV file so that the data may be imported into OA correctly. 1. Create a new spreadsheet file in Microsoft Excel. 2. Add the column names and data to the spreadsheet by following the guidelines below. Column Name Data to Enter in Column Where Data is Used Row Type Type of row: COMPANY, CONTACT, OFFICE, or ADDRESS NOTE: For important information about these four specific rows, see the Special Note section at the end of this section. Legal Name Name of company Company Details > Legal Name Company Details > Name Co Type Comma-delimited applicable company type codes from Setup > Company Information Company Details > Types Construction Industry Solutions Corp, Aug , rev. Jun Page 5 of 10

6 Column Name Data to Enter in Column Where Data is Used System > Company Types City-Alpha Office name Office Details > Office Office Type Office Type code from Setup > Company Information System > Office Types Office Details > Office Type Office Phone Office phone number Office Details > Phone Office Fax Office fax number Office Details > Fax Addr Type Alpha Office Type code from Setup > Company Information System > Address Types Customer number Office Details > Addresses Office Details > Addresses > Customer Number Address 1 1 st address line Office Details > Addresses > Address 1 Address 2 2 nd address line Office Details > Addresses > Address 2 City City name Office Details > Addresses > City State Name of state, such as NY, MD, etc. Office Details > Addresses > State Country Either country code or name (depending on configuration) Office Details > Addresses > Country Zip Zip code Office Details > Addresses > Zip Code Company Sales Rep The internal reference number for the Company Sales Rep. The code can be found in CRM Personnel > Details Page Company Details > Sales Rep Website The website of the company Company Details> Website first name Contact s first name Contact Details > First Name Surname Contact s surname (last name) Contact Details > Surname Gender Contact s gender, such as MALE, FEMALE or M,F Contact Details > Gender contact phone Contact s phone number Contact Details > Phone phone extension Contact s phone extension Contact Details > Extension fax # Contact s fax number Contact Details > Fax contact mobile Contact s mobile phone number Contact Details > Mobile contact Contact s address Contact Details > role Job Role code from Setup > People Setup > Job Groups > Job Group Company Details/Office Details > Contacts > Role job title Contact s job title Contact Details > Job Title Contact origin The Origin code from Setup > People Setup > Origins Contact Details > Origin Contact Sales Rep The internal reference number for the Contact Details > Sales Rep Construction Industry Solutions Corp, Aug , rev. Jun Page 6 of 10

7 Column Name Data to Enter in Column Where Data is Used Contact Sales Rep. The code can be found in CRM Personnel > Details Page Special Note When adding a COMPANY, CONTACT, OFFICE, or ADDRESS row, please pay attention to the requirements below. COMPANY ROW CONTACT ROW OFFICE ROW ADDRESS ROW Must have: Company name May include: -Main (Head) Office -Main (Head) Office Address -Main (Head) Office Contact Must have: Contact Must have: Office May include: -Main Contact for this Office -Main Address for this Office Must have: Office Address OFFICE TYPE should be the one defined in Setup > Configuration > CI > HOTYPE if "CITY-ALPHA"is empty it will be assigned "LEGAL NAME + ALPHA" 3. Save the spreadsheet in CSV format: Select Save As. Select CSV (MS-DOS) (*.csv) from the drop down menu in the Save as Type field. Enter a file name. Note the name and location of this file, since it is used when importing the data into OA. Construction Industry Solutions Corp, Aug , rev. Jun Page 7 of 10

8 3 Import the Data Now that you have set up the CSV file, you are ready to import the data into OA using the steps below. 1. In OA, go to CRM > Imports > Companies/Contacts Import. The screen shown below appears. 2. Fill out the selection screen. For the Input File field, go to the location of the CSV file that you created previously and select it. Continue filling out the desired information on this screen. 3. Select to run the import function. Construction Industry Solutions Corp, Aug , rev. Jun Page 8 of 10

9 4 Sample CSV File A sample CSV file has been provided to illustrate how the rows are read when data is imported into OA using the Companies/Contracts Import function. Please note that a few of the columns were deleted for this example due to space restrictions. If this file were imported, the following would result: Row 1: Skipped Row 2: Client Company "BFI WASTE SERVICES, LLC" record, Head Office "RALEIGH-BFI" record, Head Office Billing Address record, Main Contact "Alvie Green" for this Company/Head Office Row 3: No Main Contact Vita Brown record for this Company/Head Office RALEIGH- BFI Row 4: Branch Office "OBERLIN-BFI OH" record for this Company, Billing Address for this Company and this Office "OBERLIN-BFI OH", Main Contact "Alvie Green" for this Company/this Office "OBERLIN-BFI OH" Row 5: Branch Office "DURHAM-BFI WAS" record for this Company, Billing Address for this Company and this Office "DURHAM-BFI WAS", Main Contact "Allen Barnett" for this Company/this Office "DURHAM-BFI WAS" Row 6: Delivery Address for this Company and Office "DURHAM-BFI WAS" Construction Industry Solutions Corp, Aug , rev. Jun Page 9 of 10

10 Sample CSV File Row Type Legal Name City-Alpha Office Type Addr Type Alpha Address 1 City State Zip First Name Surname Contact Phone Contact COMPANY BFI WASTE SERVICES, LLC RALEIGH-BFI HEAD BILL BFI 3909 MEMO COURT RALEIGH NC Alvie Green alvie.green@awin.com CONTACT BFI WASTE SERVICES, LLC RALEIGH-BFI HEAD BILL BFI 3909 MEMO COURT RALEIGH NC Vita Brown alvie.brown@awin.com OFFICE BFI WASTE SERVICES, LLC OBERLIN-BFI OH BRANCH BILL BFI OH OBERLIN ELYRIA ROAD OBERLIN OH Alvie Green alvie.green@awin.com OFFICE BFI WASTE SERVICES, LLC DURHAM-BFI WAS BRANCH BILL BFI WAS 511 CHIN PAGE ROAD DURHAM NC ALLEN BARNETT ADDRESS BFI WASTE SERVICES, LLC DURHAM-BFI WAS BRANCH DELIV 19 LONGWOOD CLIFTON PARK NY ALLEN.BARNETT@AWIN.COM Construction Industry Solutions Corp, Aug , rev. Jun Page 10 of 10