User Record Import Guide

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 provide the customer with 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 mapping process difficult.
  • The third row is labelled with the same values from row 2, an 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.
  • Export a current list from a good source (such as ABIS)
  • Perform a Mapping Table Import on the target system with the XLS file from the step above

User Record Import Notes

Timing and Preparation

All Address Book setup items should be completed prior to beginning the Contacts, Customer, and Vendor imports. The Address Book Setup Guide covers all of the Rule Maintenance records that should be completed prior to importing customer, vendor and contact records.

Internal Contacts such as employees or other contacts linked to the parent organization should be imported first. User records, resource records, salespersons, account managers, buyers, and project attributes should be established for employee records prior to importing the Organization (Customer and Vendor) records. Both the Customer and Vendor imports can link the employee records, such as salespersons, directly to the organizations if the employee contact records exist beforehand.

Both the Customer and Vendor import templates can create and link up to 4 contacts per organization. In many cases, this will be enough to complete the basic Contact imports for most organizations. For organizations with more than 4 contacts, a separate Contact import will be required.

General Notes

Phone Numbers - It is best practice to follow a set pattern for the 4 phone number codes that can be imported. Using the codes from the Contact Phone Codes (PHONECODES) rule, establish a consistent pattern for coding all imported phone number. For example, all Phone1 Codes should be Cell(CE), all Phone2 codes should be Home(HO), and so on. Ideally, the order of the phone codes should match the order set in the rule.

Contact Attributes - The contact import process can attach all of the required contact attributes during the import process. However, it is important to know that each attribute selected during the import process will be applied to ALL contacts imported on that import process. The contact import file may need to be split into several separate import files, and run in batches, if unique attributes are needed for certain groups of contacts.

Address Data - Addresses will not automatically pull from the associated Custno. The AddressA (Business) details must exist in the import file in order to get created with the contact record.

Contact Import File Data Scrubbing

Every customer's data will have different issues that need addressing. SOme of the issues will not make themselves visible until after the data has been imported and is in use during parallel testing. This is why it is critically important to perform an early import, and keep accurate notes on issues that need to be addressed on a supplemental import, or for a complete re-import. Some common things that need attention during contact data scrubbing include:

• Address Standardization - Standardize the data in the address2 and address3 fields for all records. For example, if you see suite numbers in both address2 and address3, try to move them all to address2. Sort the file by address columns and try to correct spelling issues in city. Standardize the state codes and fill in any obvious missing or incomplete entries.

• Email Addresses - Move any email addresses from incorrect data columns to the correct email data column. Look for any obvious email format issues like missing the '.com' or misspelled common email domains.

• Phone Numbers - Make sure phone numbers are complete, with area code if possible. Discuss any incomplete phone number details with customer prior to import. Provide a list of phone numbers that may not import, or may import but will be unusable.

• Invalid Data - Address any invalid, incomplete, or otherwise bad data with the customer as soon as possible. Avoid importing and perpetuating bad data. Give the customer an opportunity to fix any data prior to import. We don't want to carry forward any bad habits or bad records if we have a chance to avoid it.

Contact Import Screen (IMPORTCONTACT)

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

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 will not overwrite, or 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 - Address1a - Business street address (Address1 line)

f17 - Address2a - Business suite or office number (Address2 line)

f18 - Address3a - Business additional address details (Address3 line)

f19 - Citya - Business city

f20 - Statea - Business two-character postal code

f21 - Countrya - Business country code

f22 - Address1b - Home street address (Address1 line)

f23 - Address2b - Home suite or apartment number (Address2 line)

f24 - Address3b - Home additional address details (Address3 line)

f25 - Cityb - Home city

f26 - Stateb - Home two-character postal code

f27 - ZipCodeb - Home zip code

f28 - Countryb - Home country code

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

f30 - ZipCodea - Business 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.

Contact Import Reconciliation

Reconciling imported data should begin with spot-checking several records field-by-field for complete data import. Pick records from the source file that have the most data columns filled in. Verify that all source file data fields imported correctly and display as expected.

Verify that all phone numbers and phone codes imported as expected. Spot-check several phone1 through phone4 records.

Verify that all records have the expected attributes assigned and that the attribute screens load as expected.

Manually update any attributes as needed.

Contact Import Additional Steps

There are no additional steps needed to complete the Contact import.

Contact Import Database Tables

Importing contact records can affect the following databases:

VCONTACT - Each imported user is assigned a unique CONTID value. This is the keyno. Each CONTID is linked to a CUSTID, which matches the ENTID keyno from the ENT table.

USERID - Nothing gets automatically created in this table from the contact import, but if you edit and save the User in Adjutant screen, it will create a table entry.

RTRESOURCE - Similar to USERID, nothing gets automatically created in this table unless you edit and save the Resource screen.

PCXREF - Each attribute record will also create an entry in this table. The PTABLE value for all of these should be CONTACT, and the TYPE value should match the attribute name from Text1 of the associated attribute rule. The PARENTID and CHILDID values will correspond to CONTIDs from the VCONTACT table.