Notes Import Guide - Revision history

Freddy at 19:37, 10 January 2019

2019-01-10T19:37:40Z

Freddy at 17:39, 26 October 2018

2018-10-26T17:39:46Z

Freddy at 15:39, 24 October 2018

2018-10-24T15:39:13Z

Freddy at 14:10, 24 October 2018

2018-10-24T14:10:34Z

Freddy at 16:15, 22 October 2018

2018-10-22T16:15:28Z

Freddy at 19:47, 17 October 2018

2018-10-17T19:47:19Z

Freddy at 19:46, 17 October 2018

2018-10-17T19:46:04Z

Freddy: Created page with " ==General Import Template File Notes== Template files are typically generated from their respective Import screen using an 'Export Template' button. Using the 'Export Temp..."

2018-10-17T19:45:27Z

Created page with " ==General Import Template File Notes== *Template files are typically generated from their respective Import screen using an 'Export Template' button. *Using the 'Export Temp..."

New page

==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, and 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

==Notes Import Notes==

The Notes Import does not have an Export Template option. You can find a copy of the Notes Import Template in the ABIS FTP site in \Implementation Files\Import Templates.

The Notes Import does not use the f1-f999 row and has the data field names in row 1. The import routine starts importing records on row 2 of the XLS file.

===Timing and Preparation===

There are three Rule Maintenance records that must be set up for the Notes application and these should be reviewed before attempting any Notes imports.

*Note Description Types (NOTETYPE)
*Note Priority (NOTEPRIORITY)
*Note Status Codes (NOTESTATUS)

Notes should be linked to Organization records using the CustNo field in the template. Organization records should be imported prior to Notes so that they can be properly linked.

Notes can also be linked to Projects, Project Opportunities, and Service Orders using the associated data fields in the import file.

===General Notes===

The Note1 through Note4 data fields in the XLS file will be joined together to create a single note. This structure is to bypass the Microsoft Excel 255 character limit for each cell. If you are importing notes larger than 255 characters, each note will need to be separated into 255 character chunks and placed into the Note1 through Note4 fields. This sets the maximum note size for import to 1020 characters.

Notes larger than 1020 characters will have to be broken up into multiple note entries.

==User Record Import File Data Scrubbing==

Confirm that the spelling of the Contact and Owner names in the import file matches the contact record exactly. Invalid matches will be discarded during the import.

The Owner name must be set up with the Note Owner attribute in the Contacts screen.

==Import Notes Screen (IMPORTNOTES)==

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

[[File:IMPORTNOTES.png]]

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

'''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.

==Notes Import File Definitions==

Required fields are indicated with *

'''AddDate''' - Desired add date for the note. This is the system add date, not the date that displays with the note. If left blank, it will default to the system import date.

'''AddUser''' - Desired Add User for the note. If left blank, it will default to the logged in UserID.

'''Contact''' - Contact full name. Must match the contact record name exactly.

'''*CustNo''' - Organization number associated with the note. A CustNo or at least an Owner should always be entered. Without one or the other, the note will only be visible in SQL (or possibly by looking it up in a linked record such as Project or Project Opportunity).

'''DateIn''' - Primary note date. If left blank it will default to the system import date.

'''DueDate''' - Due Date used for note action tracking

'''EditDate''' - Last edit date for note. If left blank, it will default to the system import date.

'''EditUser''' - Edit UserID

'''FollowUp''' - Follow Up Date

'''*Note1''' - Note detail 1 (joined with Note2 through Note4, if they exist)

'''Note2''' - Note detail 2

'''Note3''' - Note detail 3

'''Note4''' - Note detail 4

'''OppNo''' - Opportunity number

'''*Owner''' - Note Owner full name. Must match a contact record with the Note Owner attribute.

'''Phase''' - Project Phase name

'''Priority''' - Note priority value from the NOTEPRIORITY rule name field. Do not use the priority code. If left blank, or if there is no match to the rule, the system will use '??'

'''ProjID''' - Project ID. This is the MSNID (keyno) value from the MSN table.

'''ProjNum''' - Project number

'''ProjOppNo''' - Project Opportunity number

'''Status''' - Note status value from the NOTESTATUS rule name field. Do not use the status code value. If left blank, or if there is no match to the rule, the system will use '??'

'''*Subject''' - Subject line for the note

'''SvrOrd''' - Service Order number

'''Type''' - Note type value from the NOTETYPE rule name field. Do not use the type code value. If left blank, or if there is no match to the rule, the system will use '??'

==User Record 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 notes linked to customers appear in the Notes screen for the associated customer.

Verify that notes linked to Note Owners appear in their Super Notes screen.

Verify that notes linked to Projects appear in the associated project notes screen.

==Notes Import Additional Steps==

There are no additional steps for the Notes Import.

==Notes Import Database Tables==

Importing note records can affect the following databases:

'''RTNOTES''' - Each imported note is assigned a unique KEYNO value and a unique KEYNO. Links to associated records will display in the RTNOTES datatable by PARENTID and by using the PTABLE fields.

[[Category: Address Book]]
[[Category: Conversion Guides]]

@@ Line 1: / Line 1: @@
-==General Import Template File Notes==
+==General Data Import Notes==
-*Template files are typically generated from their respective Import screen using an 'Export Template' button.
+Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
@@ Line 61: / Line 50: @@
-'''File Name/Browse:''' Use the Browse button to locate and select the completed notes import template file (in XLS format)
+'''File Name/Browse:''' Use the Browse button to locate and select the completed Notes import template file (in XLS format)
 '''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.

← Older revision		Revision as of 17:39, 26 October 2018
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	Importing note records can affect the following databases:		Importing note records can affect the following databases:

−	'''RTNOTES''' - Each imported note is assigned a unique KEYNO value ~~and a unique KEYNO~~. Links to associated records will display in the RTNOTES datatable by PARENTID and by using the PTABLE fields.	+	'''RTNOTES''' - Each imported note is assigned a unique KEYNO value. Links to associated records will display in the RTNOTES datatable by PARENTID and by using the PTABLE fields.

← Older revision		Revision as of 15:39, 24 October 2018
Line 148:		Line 148:

	[[Category: Address Book]]		[[Category: Address Book]]
−	[[Category: ~~Conversion~~ Guides]]	+	[[Category: Import Guides]]

← Older revision		Revision as of 16:15, 22 October 2018
Line 60:		Line 60:


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

	'''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.		'''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.

← Older revision		Revision as of 19:47, 17 October 2018
Line 117:		Line 117:

	'''Type''' - Note type value from the NOTETYPE rule name field. Do not use the type code value. If left blank, or if there is no match to the rule, the system will use '??'		'''Type''' - Note type value from the NOTETYPE rule name field. Do not use the type code value. If left blank, or if there is no match to the rule, the system will use '??'
−

@@ Line 3: / Line 3: @@
 *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.
+*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 mapping process difficult.
+**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 is labelled with the same values from row 2, and is available to create a customer-friendly name for the associated data column.
+**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.
+*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.

@@ Line 46: / Line 46: @@
-==User Record Import File Data Scrubbing==
+==Notes Import File Data Scrubbing==
 Confirm that the spelling of the Contact and Owner names in the import file matches the contact record exactly. Invalid matches will be discarded during the import.
@@ Line 121: / Line 121: @@
-==User Record Import Reconciliation==
+==Notes 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.