SuperOffice AS. CRM Online. Introduction to importing contacts

Transcription

1 SuperOffice AS CRM Online Introduction to importing contacts

2 Index Revision history... 2 How to do an import of contacts in CRM Online... 3 Before you start... 3 Prepare the file you wish to import... 3 Log on to the SuperOffice Adminclient... 4 Navigating to the import module... 5 Preparing the import settings... 6 Revision history Date Version Author Comment Nils Bøhmer Sjøberg Initial document

3 How to do an import of contacts in CRM Online This document will describe the best practices in doing an import of contacts from lists into SuperOffice. The text here is simplified and intended as a Starters guide. For larger and complex imports, we always recommend use of one of our skilled consultants, to ensure that duplicates stay at a minimum and that the quality of the data you put into SuperOffice will be at its best. The text will assume that the reader has a minimum level of skills manipulating listed data in MS Excel, where key activities will be splitting and merging cells and formatting. Before you start Imported files with huge amounts of data can be quite an exercise to clean up after, if things go wrong. It is strongly advised to do a database backup before you commence with imports. SuperOffice Support can help you with this at normal opening hours. If you are unsure of the process after reading this quick tutorial, consider using a professional consultant. Prepare the file you wish to import SuperOffice requires its import file to be of a specific format. Usually it s best to manipulate the lists you wish to import using Microsoft Excel. You can then save the file as a tab separated.txt file. Open the file containing raw data in MS Excel (assuming that the list you wish to import is possible to open in Excel). Verify that each column in Excel binds to a specific field in SuperOffice, for example, the name of the contact is in one column, addresses are in one column, all phone numbers and so forth. In case it isn t so, you will need to manipulate it. The key rule is that a cell in the import file will relate to only one field in SuperOffice. Hence, you will not experience a magic split from a person s full name in one cell in MS Excel, into respectively the person s first name field and last name field in SuperOffice. You need to split them into separate cells before you begin importing. Last edited 10. februar 2010 Page 3 of 10 SuperOffice CRM Online

4 Notice that the example above has a header row, just to make the data viewable and transparent. Whether you wish to set a header row or not is up to you. Next, when the file has been manipulated the way you want (formatting, splitting person names in separate columns etc) it s time to save. In all MS Excel products, you will have the option to Save as, and in the dialog that follows, select Tab separated.txt. Set a name at your own choice and click Save. It s time to transfer the file to somewhere on your local hard drive where it will be accessible from the Citrix web interface, like C:\ root or on your desktop. For this example, it will be placed on C:\. Log on to the SuperOffice Adminclient Log on to the Citrix web interface using the credentials you either got from your SuperOffice sales representative or SuperOffice consultant, on delivery of the Service. Open a web-browser of your choice and go to You will be presented with a log on screen, and a message saying that the browser detected /did not detect a Citrix Online Plugin in your browser, at the bottom right corner under the heading Message Center. (Note: if your browser lacks the plugin, follow the guided steps from this page to downloading the appropriate plugin from Citrix s own pages. Tested configuration that works is > v11.000) You should see a webpage similar to this; Last edited 10. februar 2010 Page 4 of 10 SuperOffice CRM Online

5 Click the SuperOffice Adminclient. It will load trough Citrix, and takes a few seconds to start. Navigating to the import module Once the SuperOffice Adminclient has launched, navigate to the Import module using the button in the column to the left. You will see the blank import screen opening to the right. Each section of the screen will be described further. Last edited 10. februar 2010 Page 5 of 10 SuperOffice CRM Online

6 Preparing the import settings Now, it s time to open the import file you just created. Click the magnifier glass at the end of the line saying Import file. You should be able to browse your local hard drive from the dialog that pops up. Select the line that says C$ on Client (L:) from the Look in: menu, and browse to the import file. Click Open when you re done, and the file will open in the SuperOffice Adminclient. Last edited 10. februar 2010 Page 6 of 10 SuperOffice CRM Online

7 As you can see on the screenshot above; once you have opened the import file, the first row is displayed in the column Field in file. For this example we used a file with a header row, hence, it is the header titles that are displayed. Without the header row, the first post in the file would show. The next thing to do is the mapping of the fields in the file to fields in SuperOffice. Click on the field you wish to start with, and select the Map -button at the bottom (tip: you can also double-click on the field, it will function the same way as clicking the Map -button). Last edited 10. februar 2010 Page 7 of 10 SuperOffice CRM Online

8 As you can see, the opened dialog shows every available field where you can put data in SuperOffice. The first menu shows all available fields from the Company card, but you can also select fields from the Person card by choosing so in the drop down menu Select field from table: In this example, the column Name in the import file corresponds to the name of a company card, e.g. Company Name in SuperOffice. Select the appropriate field, and click ok. Repeat the steps above for all column headers in the import file. Note that it is not mandatory to import ALL columns, just the ones you want. If you have a column that doesn t naturally correspond to a field in SuperOffice, it s probably best to leave it. Last edited 10. februar 2010 Page 8 of 10 SuperOffice CRM Online

9 Check Import settings boxes accordingly to what your settings are. Notice that you have the option to create a selection of all imported contacts, which will be made available in SuperOffice. Once all fields are mapped, you ll see that a new listing has appeared in the frame to the right. The values here will tell the Import module what to do when it finds a post is SuperOffice that is equal to the one you are trying to import. We need to set the rules of this behavior for each of the listed elements. Double click one of the items. Last edited 10. februar 2010 Page 9 of 10 SuperOffice CRM Online

10 In the example above, you are telling the Import module that when you come to a post where the Company name already exists, skip importing this record and move on to the next. A description about each behavior is printed in the lower box to the right. Choose the alternative that suits you. NOTE: It is the set behavior in this step that defines how the Import module will act. Setting the wrong behavior, like Insert anyway if it finds a similar post, might result in duplicates. If you are unsure of what to do at this point, consider engaging a consultant. Set the behavior for all fields. When you are done, click Start. Importing contacts may vary from a few seconds up to several minutes, depending on how many contacts you are importing. A summary of what was imported shows when the process is finished. Finally, if you wish to see the imported contacts, enter SuperOffice and look up the selection you chose to include all imported contacts to. Last edited 10. februar 2010 Page 10 of 10 SuperOffice CRM Online