Contact Import

Modified on Thu, 16 May 2019 10:00 by Freddy Donovan — Categorized as: Address Book, Import- Export Manager

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   General Info
   Contact Import File Definitions
   General Import Template File Notes

General Info¶

Default Menu Location: Transaction >> Importers/Exporters >> Address Book >> Contact Import

Screen Name: IMPORTCONTACT

Function: Import new and update existing contacts.

Contact Import Screen

File Name/Browse: Use the Browse button to locate and select the completed contact import template file (in XLS format)

Export Template: Generates a blank Contact Import template file

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Contact Attributes: Select any attributes that should be assigned to ALL contact records in the import file.

Overwrite Duplicates Selecting this box will attempt to match import records to existing records using the contact full name and the organization Custno. Matched records will update the existing record with data from the import file. Blank import file fields on matched records will overwrite and clear out existing data.

Contact Import File Definitions¶

f1 - Custno - Adjutant Organization ID for the associated company record

f2 - FirstName - Contact first name

f3 - MiddleName - Contact middle name or initial

f4 - LastName - Contact last name

f5 - Phone1Num - Primary phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####.

f6 - Phone1Code - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.

f7 - Phone2Num - Second phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####.

f8 - Phone2Code - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.

f9 - Phone3Num - Third phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####.

f10 - Phone3Code - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.

f11 - Phone4Num - Fourth phone number. The import process will attempt to standardize all 10-digit numbers as (###) ###-####.

f12 - Phone4Code - A two-digit code that defines the phone type. The code corresponds with the PHONECODE rule in Adjutant. Typical examples are OF for office, FA for Fax, MO for Mobile, HO for Home. Check your rule setup to be sure of what should be entered here.

f13 - Email1 - Primary email address, typically the work address

f14 - Email2 - Secondary email address. This is typically a personal email address or text messaging address.

f15 - Job Title - Contact job title

f16 - Address1b - Home street address (Address1 line)

f17 - Address2b - Home suite or apartment number (Address2 line)

f18 - Address3b - Home additional address details (Address3 line)

f19 - Cityb - Home city

f20 - Stateb - Home two-character postal code

f21 - Countryb - Home country code

f22 - Address1a - Business street address (Address1 line)

f23 - Address2a - Business suite or apartment number (Address2 line)

f24 - Address3a - Business additional address details (Address3 line)

f25 - Citya - Business city

f26 - Statea - Business two-character postal code

f27 - ZipCodea - Business zip code

f28 - Countrya - Business country code

f29 - Salutation - Contact salutation, such as Mr., Mrs., or Dr.

f30 - ZipCodeb - Home zip code

f31 - DefCont - Enter a 'Y' in this column to check the 'Default Contact' field. This will not update the contact name on the organization screen.

General Import Template File Notes¶

Template files are typically generated from their respective Import screen using an 'Export Template' button.
Using the 'Export Template' button from an updated system will help ensure that you are using the most up-to-date import file, and will help avoid errors.
Templates generally (but not in all cases) contain 3 rows of header information.
- The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
- The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the field mapping process difficult.
- The third row (if present) is labelled either with the same values from row 2, or with more detailed field descriptions. The third row is available to create a customer-friendly name for the associated data column.
  - The third row should be removed from the source file prior to importing. It will cause errors since it will be treated as the first import record on the file.
Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.

It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports. Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system. It does not need to be run before each import.
- Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
- Perform a Mapping Table Import on the target system with the XLS file from the step above.