Data Import Guide. Contents

Transcription

1 Data Import Guide Contents Introduction...2 Step 1 Data Preparation...2 Step 2 Testing Your Import...4 Step 3 Validating the data import file...5 Step 4 Mapping your Data...7 Step 5 Create Mode...10 Import Notes

2 Data Import using webcrm Introduction The data import module within webcrm has been designed to: Import data from an existing database or new data file for marketing Update existing records with new data i.e. accounting information Create activities, meetings, opportunities, products and deliveries from an import When importing data please take your time to read step by step guide as it will save you time and make your import more useful. If you wish to import documents please contact your local office who will be able to offer additional advice and services. Whilst we have endeavoured to make webcrm importing as easy as possible you may find that through lack of time or experience you need further assistance. Please do not hesitate to contact your local office who will be able to import your data quickly on a consultancy basis. Step 1 - Data Preparation There are seven key things you need to ensure are right before processing a data import into webcrm 1. Thought out how you are going to use the different webcrm modules. Before import, you must have decided, which fields goes into to your customers, which relates to contact persons and so on. 2. If you require more fields than what is standard in the system, you should add the appropriate custom fields before the import. 3. Mapped out which fields you are going to use in webcrm and how they relate to the import. 4. If you import data to drop-down list, the data-options in the spreadsheet should match the set-up in your webcrm 100%. i.e. A customer should be stated exactly as that and not as A or a customer. Similar for responsible sales person: Enter their full name (as stated in their user profile). 5. If one field is identical for all the imported data; for.example. B customers, you do not have to create a separate column for that. This can be stated as same value for all when you import. 6. Your data is clean i.e. has the right information in the right columns, the Organisations or Contact name is spelt consistently to avoid mistaken duplicates. 7. If you have more customers with identical names, use the division name to separate these. The webcrm import allows you to both update existing records and create new ones. You can also create Activities as well as importing data. 2

3 You can import to update and/or create new records for the following: Activities Opportunities Deliveries Meetings Products Documents s As an example, we are going to work through a simple example of: Creating Organisations Creating Contact Creating Activity and allocating to a sales person to that Activity When importing data into webcrm it is important to prepare the data properly. Use the following checklist to ensure your data is ready for import: Data is in csv or txt format. Make sure the text does not contain any ";" (Use find and replace function in excel) Make sure the description for drop down lists is exactly the same as in webcrm including Capital and normal letters. User names must be entered as stated under 'Users' and not only the first name, initials or other abbreviations. That the organisation column has an entry, if not it will be ignored. The following shows an example spreadsheet saved in csv format. Whilst we have shown these sheets separately for easy reading, please consider them one continuous sheet: Organisations Data You will see from the data that there are two entries with the same Organisation name and Division. The webcrm Import will (if required) see these records as duplicates and only create one. However if these happened to be different Divisions webcrm could also create two separate entries. You can force the system to 'create always'. A better method is however to look through your data and check for duplicates before import. If for example webcrm had two affiliates in the UK, you could create two Organisations with the name webcrm but state 'Birmingham' as division for one of them and 'London' for the other. 3

4 Persons Data From the Person Data you will see we have included User names as Sales Person i.e. the responsible person for that account and a date of activity. Note that the responsible sales person (i.e. user in the system) must be written 100% correct with his/her full name. These fields will be used to create the Contact record under the Organisations but also create the Activity. The import routine will also create two Persons under Tesco. Within the Newsletter column you will notice 'y' in some of the records. This character is used to tick the relevant checkbox for the right records when the import is run. In this case to confirm the Person will receive a newsletter. Important - For previous b2bcrm users: The last column in your data sheet (furthest to the right) NO LONGER NEEDS TO CONTAIN DATA IN ALL CELLS. This is an enhancement in webcrm. We will now use this data to perform an import. Step 2 Testing Your Import Before you start importing data, we always advise that you run through the following and test import a few lines of data. That way you can check that you have configured your import correctly before running a complete import. Navigate to Configuration from the Main menu and Select Data Import: You will see the following screen: This screen displays a list of imports that have already been completed, or are in progress. By clicking upload new file you will see the following screen: 4

5 Browse to your csv file and click Upload. This uploads the file to our servers ready to be imported into webcrm. Once you have uploaded the file (limited to a size of 6Mb or 20,000 lines) you will then be required to validate the file. Step 3 Validating the data import file The following screen will appear automatically: You now need to check the items that need importing. By ticking these items you are pre-selecting the correct fields and options in the next section, Map Data. 5

6 In this example we have checked: Import Organisations Imports Persons Import Activities You can also select only create when new. This will not update existing data but create a new record for all new entries. We can also check for webcrm to us confirmation when the import is completed, as imports can take some time if they are quite large. Permit Data Lines Whilst you may have made every effort to ensure clean data, you could have some missing data i.e. missing fields or have extra data fields. By checking each of these options, the import routine will allow these records to be imported. If you don't check these boxes and there are data errors the whole record will not be imported. We also suggest that you give the import a full description as you will be able to use it again in the future. 'Save setting and validate' displays the following message in the Validation screen: 6

7 Step 4 Mapping your Data webcrm provides many functions for mapping data from the import file into webcrm. Depending on the options you selected in the Data validation section, you will see fields for the relevant import modules. In our example you will see: Organisations Persons Activities We will now show each import module: Organisations In this case, there are two mandatory fields, Organisations and Division. This prevents duplicate records. Any Organisations that has the Organisations name and Division is only created once in webcrm, unless set otherwise in Create Mode. Identify the webcrm fields you need to update. The drop down arrow in each field displays all the column headers in your source uploaded import file (i.e. csv file format). The drop down column header list will be automatically numbered 1, 2, 3 etc. This makes it easier to spot any column you 7

8 may have missed in your mapping. In the above example you can see that Telephone is column number 8 in the original source file. Persons Continue to scroll down the Map Data screen and you will see your options for importing Person details You will see that there are two mandatory fields for First Name and Last Name which are required before the import will create a record. If you have the names listed as full name, you may change from first/last name to full name under advanced for persons. 8

9 Activities You can create Activities as part of the import routine. This is extremely useful for creating cold calling Activities against bought in data. Activities will be created for each record unless you have set the parameter in create mode to only create one Activity per Organisations. The date for this example is coming from the import file. The time is set the same for each Activity as is the Action and Product/Service. 9

10 Step 5 Create Mode The final parameters to consider control import actions for duplications, handling blank fields and if the import is to create new or update records. From the screen above you can see how to set the parameters for each import module, in this case, Organisations, Persons and Activities. You can uniquely identify the Organisations by name and division, webcrm system ID or e-conomic ID or any other field defined as 'unique' under custom fields for Organisations or Persons in the b2c version. The webcrm system ID would typically be used for exported data which is then externally updated and then needs to be re-imported to update the relevant webcrm records. The Import Mode is pre-set and you may choose to ignore blank fields or not. The same parameters apply to the Persons import. For Activities you can choose to always create new or update existing. Once you have done this you can save settings. Then Navigate to Map Data and click The import will then be put in a queue to be processed. This will appear in the Status tab. 10

11 Import Notes The Update by and Created by fields Once your import has run, 2 key system fields are updated, Organisations Created by and Organisations Updated by. These fields carry important information showing who created and updated each Organisations. These fields normally display the Users name. However when created or updated by an import these fields data is formatted as: IMP :32:18-EM This records that each Organisations was created or updated by an import, with date, time and User initials showing who ran the import. This value is unique and is identical for all records created or updated by the import. The time element is also identical for each record. Deleting records created by an Import You can use the above to delete data imported. You need to do this via Overviews. In the "Data filter" tab select Organ. Created by and Organ. Updated by and the Contains operator. In the "Advanced tab", select "Delete data" within the "Special actions " fields. The run your report and check the results to ensure it's the data you want to delete. If correct you can then delete data. IMPORTANT - You can delete records created by an import but if you delete those update by an import, you will delete data that existed prior to the import. Importing Multiple Items / Territories The import functions within webcrm allow you to import multiple items into one field. For example you may have a Multi select field in webcrm called 'Products' which allows Users to select more than one product in the same field. Product A Product B Product C Service A Service B Service C Provided each of the above example products are held in the same column in your source import file (separated by ",") or in separate columns, you can combine these together into the same Multi Select field using the functions below: As each item has its own number in the Multi select listing, you can use this same number in your source file instead of the description. Take Interest as an example in the sample source file below: 11

12 We hope you found this guide of assistance. Should you require additional assistance please do not hesitate to contact your local office who are able to provide excellent professional services to assist you. 12