Claritysoft | Data Import | page 1

Data Import

Introduction & User Guide

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Contents

Introduction ................................................................................................................................................ 3

Import Templates........................................................................................................................................ 3

Before Your Begin ....................................................................................................................................... 4

Identifying Duplicates & Updating Existing Data ......................................................................................... 5

Importing Line Items ................................................................................................................................... 6

Importing Your Data .................................................................................................................................... 7

Import History and Reports ......................................................................................................................... 9

Import Guidelines ..................................................................................................................................... 11

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The Claritysoft Live Data Importer is a powerful tool which follows sophisticated business logic rules allowing administrators to insert and update existing records.

While we have implemented significant safety and volatility considerations in the design of this tool, it is extremely important to fully read and understand the contents of this document prior to utilizing this powerful functionality to prevent improper data from being imported to your database.

For ease and convenience, the worksheets and column headers in your import file do not have to be named in a specific way – allowing you to create custom import templates of your own. When you go through the import process, you will be given the opportunity to manually map your columns to the proper fields within your database.

However, should you need some assistance getting started, we have composed sample templates for each module to aid with the process of importing your data. Each module has a specific template containing the standard fields used to organize and format your data. You may rename column headings, re-arrange the order in which they appear, remove any unnecessary columns, and/or insert additional columns for import of user-defined or custom fields.

Sample Templates can be download using the links below:

Leads

Accounts

Contacts

Activities

Opportunities

Quotations

Sales

Import Templates

Introduction

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To preserve the integrity of your database content, you should not only familiarize yourself with the data that you will be importing, but you should also take some time to fully understand all the modules and fields you will be utilizing within your database.

• The data importer is available to System Administrators and those with permissions enabled at an Access

Profile level.

• All files must be in Excel (XLSX or XLS) format.

• Import worksheet cannot exceed 50,000 rows of data.

• Row 1 of your worksheet must contain column headers, rather than actual data.

• When importing the a Drop-down or Multi-Select Drop-down, only values that already exist in the list of dropdown options can be imported.

• When importing more than one value to a Multi-Select Drop-Down field, each value must be separated using a semi-colon (;) with no spacing in between values.

• Lookup (Reference), Drop-Down Dependent, Hierarchical, Calculated, and Image fields are not supported by the data importer.

• Contact records can only be imported to existing Accounts. If the Account does not already exist in your database, the Contact record(s) will not be imported.

• Duplicate records cannot be imported using the data importer. Attempting to import a file containing duplicate records could compromise the integrity of your data. If duplicates are contained within the same import sheet, the data importer will only consider the first row of data for that record, ignoring all data for any subsequent rows.

• We highly recommend all Activities be associated with existing Accounts and/or Contacts. Any records with an invalid or missing Account and/or Contact will be imported as a General Activity. Activities cannot be imported for Leads.

• We highly recommend all Opportunities, Quotations, and Sales be associated with an existing Account and Contact record. At a minimum, these records must be associated with an existing Account.

• We highly recommend the usage of a custom text field, such as “Import Source”, to help you identify records created or updated by a specific import. This column would then be added to your import sheet and each record populated with the same value of your choosing (file name, date, etc.). Once your records have been imported, you can then easily perform an advanced search or filter based on the unique value entered into your custom field to see all records created or updated by the import.

Before Your Begin

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We want your experience with the Claritysoft Data Importer to be successful. To achieve this success, even if you do not intend on using this tool to update your existing records, we highly encourage you to familiarize yourself with this section to prevent the accidental overwriting of existing records.

When processing your data, the importer will utilize Unique Keys for the following modules to sort and organize your records:

Module Unique Keys (to identify duplicates) Can update via import?

Leads Company Name, First Name, Last Name Yes

Accounts Account Name, Site Yes

Contacts Account Name, Site, First Name, Last Name Yes

Opportunities No duplicate detection. No

Quotations Account Name, Site, First Name, Last Name, Quote Number No

Sales Account Name, Site, First Name, Last Name, Order Number No

Activities No duplicate detection. No

Custom Modules No duplicate detection. No

Price Book Item # Yes

First, the importer will use the unique keys indicated above to determine if your import contains duplicate records (where applicable). If duplicates are detected, your data will go through an automatic de- duplication process. During this process, only the first row of data will be considered for any matching records and any subsequent records will be skipped.

Next, the unique keys will be used to break apart your data to determine if any of your records being imported match any existing records already in your database. If the importer does not detect a match to an existing record, a new record will be created. If a match is found to an existing record in your database, and you have selected the option to allow updates (where applicable), the existing record will be updated with any new data contained within your import. If you selected the option to not allow updates, those records will simply be ignored.

All updates are performed at the field level. Your existing data will only be overwritten if your import specifically contains a new value to overwrite it with. It is important to note that any fields being imported that contain blank, null, or invalid values will not overwrite existing values. Imported values will also not overwrite any existing data contained in a Multi-Select Drop-Down field. If the new value being imported is valid, it will simply be added to the record in addition to any previously selected values in that field.

Identifying Duplicates & Updating Existing Data

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When importing Quotations and Sales, you have the option to import your records with or without Line Items. Line Items are used to track products and services that your customers have been quoted on or sold. Within each individual Quote or Sales record, the Line Items can be found under the Products & Services tab.

If you wish to import Line Items, your spreadsheet should be prepared using one row per Line Item. Each row must include, and match on, the following fields:

• Account Name (and Site, when applicable)

• First Name

• Last Name

• Quote/Order #

In the following example, the Quotation record for Q0001 would be imported with 5 Line Items:

The Line Items will be displayed under the Products & Services tab within the Quotation record:

A list of available fields for importing Line Items can be found in the Import Guidelines section under its respective module.

Importing Line Items

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Data preparation is truly the key to a successful import. If done correctly, importing your data can be an easy and time-saving process. However, if done incorrectly, it may require significant time to clean up or restore your database. It is highly advised that before proceeding with the following instructions, that you have taken the time to review this document in its entirety, including the section above on Updating Existing Records, to understand how the import process works.

To proceed with importing your data:

1. Click the Tools menu, then select Import. The import page will appear.

2. Select the module you wish to import your data to.

3. Select how you want the records in your import to be used, when applicable.

4. Click Choose File. Browse to the folder containing your prepared import document.

5. The importer will automatically look for a worksheet name that matches the module you are importing to. If no match is found, use the Select Worksheet drop-down to manually map to the desired worksheet. As you change worksheets, the mapping panel below will change to accommodate to the columns contained within the selected worksheet.

Importing Your Data

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6. Claritysoft will attempt to map your column headings to the correct fields within your database. Use the drop-down fields in the right column to map your data to the corresponding fields within your database, represented in the left column.

* Required fields are indicated with an asterisk.

A red octagon indicator represents required fields that have not been mapped. You will not be able to proceed with the import until all required fields have been mapped.

A yellow triangle indicator represents other non-required fields that have not been mapped. You are not required to map these fields before proceeding with your import.

A green circle indicator represents fields that have been mapped, either automatically or manually.

7. Once you have met the mapping requirements and are confident with your mapping selection(s), click Import File.

Your import will now appear in the Import History section of the Import page. If multiple imports are attempted, they will appear in the Import History area and be processed in the order which they were queued. For more on this, see Import History and Reports.

When returning to the main modules to view your newly imported data, you may need to click the refresh button to update your list. If you have imported new values to any of the unrestricted fields or your data does not appear to be rendering correctly, we recommend logging out of Claritysoft and then logging back in. Though this is not always necessary, in some cases it is required for proper reflection of your data.

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The import process will begin as soon as you click Import File. Once your file has been uploaded, it will appear in the Import History area on the screen. Depending on your internet connection and the size of your file, there may be a slight delay while your file is being uploaded. Your data will then begin to be validated, sorted, and prepared. During this process, you can check for updates on your import by clicking Refresh.

Cancel Use the red x to the left of your import to cancel the job. Any import cancelled during the “Uploaded” phase will be cancelled in its entirety. Cancellation during the “Processing” phase may lead to an incomplete or partial import.

Module Indicates the module that records are being imported to.

Filename Displays the name of the file uploaded for import.

Imported By Displays the name of the user performing the import.

Uploaded On Indicates the date and time the file was uploaded for import.

Status Displays the status (Uploaded, Processing, Completed, Failed) of the import.

Summary Represents number of records Processed, Inserted, Updated, and Suspended.

Processed: Number of records identified during validation.

Inserted: Number of new records created.

Updated: Number of existing records that were updated.

Validation Errors: Number of errors that prevented records from being imported.

Completed On Indicates the date and time the import finished.

Import History and Reports

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Upon completion of your import, a Data Import Summary email, like the one below, will be sent to you at the email address indicated in your user profile. Details for any rejected records will be provided within this email. Any errors within a record will prevent the entire record from being imported.

The most common validation errors are as follows:

• Duplication detection.

• Record contains field(s) that exceeds maximum character allowance.

• Record contains field(s) with invalid or unaccepted characters or formatting.

• Hierarchical pre-requisites not met (such as attempting to import a Contact to an Account that does not yet exist).

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In the chart below, we have outlined the standard fields available to you for import. Using the guidelines below as a reference while preparing your data for import will help to ensure your data is imported successfully and in its entirety.

The Default column indicates the value that will be inserted by default if the value is not provided or is invalid.

Module Default Column Name Required? Valid Format Max Length Default, if not provided

Accounts Account Name Yes Text 48*

Site No Text 16*

Phone No Text 32

Fax No Text 32

Address1 No Text 64

Address2 No Text 64

City No Text 64

State No Text 32

Postal Code No Text 11

Country No Text 64

Shipping Address1 No Text 64

Shipping Address2 No Text 64

Shipping City No Text 64

Shipping State No Text 32

Shipping Postal Code No Text 11

Shipping Country No Text 64

Website No Text 255

Description No Text 2048

Lead Source No Text 128

Owner No Text 128 User performing import

Import Guidelines

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Module Default Column Name Required? Valid Format Max Length Default, if not provided

Contacts Account Name Yes Text 48*

First Name Yes Text 32 Last Name Yes Text 64

Site No Text 16*

Prefix Name No Text 32

Middle Name No Text 32

Suffix Name No Text 12

Salutation No Text 100

Title No Text 64

Is Primary No True, False False

Is Billing Contact No True, False False

Opt Out Email No True, False False

Email No Text 128

Phone No Text 32

Phone Ext No Text 6

Mobile No Text 32

Fax No Text 32

Address1 No Text 64

Address2 No Text 64

City No Text 64

State No Text 32

Postal Code No Text 11

Country No Text 64

Description No Text 2048

Lead Source No Text 200

Owner No Text 200 Owner of associated Account

Opportunities Account Name Yes Text 48*

First Name Yes Text 64 Last Name Yes Text 64

Opportunity Name Yes Text 128

Site No Text 16*

Product No Text 64

Description No Text 2048

Next Step No Text 2048

Sales Stage No Text 64

Amount No Numeric

Cost No Numeric

Entered Date No Date Current Date

Close Date No Date Current Date

Lead Source No Text 64

Owner No Text 64 Owner of associated Contact

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Module Default Column Name Required? Valid Format Max Length Default, if not provided

Quotations Account Name Yes Text 48*

First Name Yes Text 32

Last Name Yes Text 64

Quote Number Yes Text 64

Site No Text 16*

Quote Date No Date Current Date

Expiration Date No Date Current Date

Description No Text 256

Address1 No Text 64

Address2 No Text 64

City No Text 64

State No Text 32

Postal Code No Text 11

Country No Text 32

Shipping Address1 No Text 64

Shipping Address2 No Text 64

Shipping City No Text 64

Shipping State No Text 32

Shipping Postal Code No Text 11

Shipping Country No Text 64

Lead Source No Text 128

Owner No Text 128 Owner of associated Contact

Note No Text 4000

Status No Text 30 Active

Term No Text 30

Tax Rate No Percentage

Shipping and Handling No Numeric

Quotation Line Items

Item # Yes Text 64

` Item Name No Text 256

Item Description No Text 4000

List Price No Numeric

Item Cost No Numeric

Quantity No Numeric

UofM No Text 32

Discount No Numeric

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Module Default Column Name Required? Valid Format Max Length Default, if not provided

Sales Account Name Yes Text 48*

First Name Yes Text 32

Last Name Yes Text 64

Order Number Yes Text 64

Site No Text 16*

Entered Date No Date Current Date

Order Date No Date Current Date

Description No Text 256

Address1 No Text 64

Address2 No Text 64

City No Text 64

State No Text 32

Postal Code No Text 11

Country No Text 32

Lead Source No Text 128

Sales Rep No Text 128 Owner of associated Contact

Note No Text 4000

Status No Text 50

Term No Text 30

Tax Rate No Percentage

Shipping and Handling No Numeric

Sales Line Items

Item # Yes Text 64

Item Name No Text 256

Item Description No Text 4000

List Price No Numeric

Item Cost No Numeric

Quantity No Numeric

UofM No Text 32

Discount No Numeric

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Module Default Column Name Required? Valid Format Max Length Default, if not provided

Leads Company Name Yes Text 48

First Name Yes Text 32

Last Name Yes Text 64

Prefix Name No Text 32

Middle Name No Text 32

Suffix Name No Text 12

Salutation No Text 100

Title No Text 64

Email No Text 128

Phone No Text 32

Phone Ext No Text 6

Mobile No Text 32

Fax No Text 32

Website No Text 255

Contact Mode

No

Phone, Email, Mobile, Fax

Address1 No Text 64

Address2 No Text 64

City No Text 64

State No Text 32

Postal Code No Text 11

Country No Text 64

Lead Source No Text 128

Lead Status

No

New, Working, Converted, Closed

New

Lead Stage No Text 64

Lead Quality No Text 64

Notes No Text 2048

Owner No Text 128 User performing import

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Module Default Column Name Required? Valid Format Max Length Default, if not provided

Activities Account Name Yes Text 48*

First Name Yes Text 32

Last Name Yes Text 64

Subject Yes Text 128

Activity Type Yes Text 128

Start Date Yes Date

Start Time Yes Time

Site No Text 16*

Status

No In Process, Completed

30

In Process

End Date No Date Start Date

End Time No Time Start Time

Complete Date No Date Current Date, if Completed

Complete Time No Time Current Time, if Completed

Priority

No

High, Medium, Low

10

Medium

Location No Text 255

IsCalendar No True, False False

Assigned To No Text 255 User performing import

Owner No Text 64 User performing import

Notes No Text 2048

Module Default Column Name Required? Valid Format Max Length Default, if not provided

Price Book Group Yes Text 256

Item # Yes Text 64

Commission No Numeric

Cost No Numeric

Description No Text 4000

Name No Text 256

NonTaxable

No Text 1

Price No Numeric

Unit Mode No Numeric

Unit of Measure No Text 32

Unit Qty No Numeric

Weight No Numeric

* Enterprise databases have an increased max character length of 64 for Account Name and 48 for Site.