How to Upload Excel Document to Smart Office

Information Import - Import Process

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Overview

When the Data Import feature is used to import a particular record blazon for the commencement time, the settings that the user selects during this initial import are saved as an "import setup." All users in the office can then use the import setup for time to come imports, especially in situations in which the file existence imported is designed to match the original import file used when the import setup was created.

Watch the Fast Form: Importing Contact Information

The initial import procedure described beneath is the process that the user follows when importing a particular record type for the first fourth dimension. The subsequent import process describes the steps that users in the office follow to import that aforementioned record blazon in the time to come.

Tip: Multiple import setups tin can be created for a item record blazon.

To avoid problems such equally duplicate records and information not importing properly, information technology is very important that data in the import file be as make clean as possible before existence imported into SmartOffice (see File Format Guidelines). Although the user can clean the data in SmartOffice afterward information technology has been imported, such cleanup can exist very tedious and is not recommended.

Initial Import

When importing a particular type of record (e.chiliad., contact, business, advisor) into SmartOffice for the get-go fourth dimension, follow these steps to create an import setup and run the import:

1. From the SmartOffice side menu, select Utilities > Data Import Wizard to open the Import Setup List.

   

   The list displays any existing import setups that take been created and saved in either the Arrangement or local office.

2. Select Carte du jour > New 'Import Setup' tape to open the Add Import Definition dialog box.

   

3. In the Enter Setup Name field, type a name for the import setup. Note the following:

   • This proper noun will display in the Import Setup List the next time the user accesses the Data Import feature, enabling users in the function to perform subsequent imports for the selected record type more quickly (meet Subsequent Imports).

   • SmartOffice allows a setup proper name to be used for more one import setup.

4. From the Select the type of records to exist imported driblet-downwards listing, select the appropriate record blazon: Advisor Record, Agency Tape, Business organisation Record or Contact Record (for information most the other record type options, see Types of Records that Can Exist Imported).

5. Click the Next button to open up the Select File to Upload dialog box.

   

6. Click the Choose File button to locate and select the import file.

7. Select the advisable import options (the available options will vary depending on the type of data being imported):

   • Data Format: CSV is currently the only available format option.

   • Information Encoding: If the encoding method of the import file is known, select information technology from this drop-downwardly list. The default is U.s.a.-ASCII. If data contains gibberish characters after information technology is imported, selecting a unlike encoding may correct the problem.

   • Column Headings Present: Select this option if the import file contains column headings.

   • Field Separator: The default separator in CSV files is the comma, which is the default setting for this field. If the information file uses a dissimilar separator grapheme, such every bit the vertical bar (|) or tilde (~), enter that character in this field.

   • Fix ALL CAPS text during import: Select this option to convert text in the import file that is all upper-case letter into proper upper- and lowercase text.

   • Import phone number(s) without splitting: When the user selects this option, phone numbers are imported equally is instead of beingness automatically formatted co-ordinate to the setting in the Phone Format field. This choice is particularly useful for import files containing both Northward American and non-North American phone numbers.

   • Mark Imported E-mail, Address and Phone numbers as preferred: Selecting this option enables the Mark equally Preferred option for all imported eastward-mail address, postal accost and phone number records. In SmartOffice, preferred addresses and numbers typically serve as the defaults for sending correspondence, dialing calls, etc.

   • Mark Imported Address and Phone numbers equally primary: Selecting this option automatically enables the appropriate "primary" option (like Main Residence Phone) for all imported postal address and phone number records.

   • Phone Format: United states of america/Canadian is currently the only option available from this drop-downward list. SmartOffice uses this option to determine how telephone numbers should be split into separate fields (i.e., area code, number). If the import file contains non-North American phone numbers, select the Import telephone number(due south) without splitting check box.

   • Engagement Format: Choose the format that the import file uses for dates. By default, this is the date format that the user has specified in User Preferences - Basic Info. Information technology is important that the format selected matches the format used in the import file to avoid date import issues.

   • Century: This field is available if the option selected from the Date Format drop-down listing contains a two-digit year (i.e., yy). Enter the digits that should exist inserted earlier the year when the data is imported into SmartOffice. For example, inbound xx in this field volition convert the year "eleven" in the import file to "2011" in SmartOffice. The aforementioned century is used for all engagement fields in the import file. For that reason, information technology is important non to take a mix of 20th and 21st century dates in the aforementioned import file if the file contains 2-digit years.

8. Click the Next button to open the Select Options dialog box.

   

9. (Optional) Specify additional options for the imported records:

• Type: If the import file does not contain a column that indicates each imported record'south type, the user tin can assign a type to the imported records using this drib-down list.

• Source: If the import file does not contain a column that indicates each imported record's source, the user can assign a source to the imported records using this drib-downward listing.

• Assigned To: The user can click the Assigned To hyperlink to select a user from the function who will be assigned to all of the imported records. User assignment is important in offices that have part security enabled (for more information, come across Office Security - User Assignment). If this field is left blank, the user who is importing the records is automatically assigned. This requires the Mass Assignment user correct, as described in Data Import - User Setup.

• Set: To specify a set that the imported records should be added to, click the Fix hyperlink to search for the set up. If this field is left bare, SmartOffice automatically creates a fix for the imported contacts.

10. (Optional) If the import file contains company or bureau data, select the If importing Visitor/Agency data, create a Business organization/Agency Tape in SmartOffice if one does not exist option to create appropriate business organisation or agency records in SmartOffice. SmartOffice will link that business or agency to the imported record.

11. Click the Next button to open up the Select Mapping dialog box.

    
    Under each column heading from the import file are 2 drop-downwardly lists. The outset drib-down list contains a list of SmartOffice tables (i.e., categories of fields). The second drib-down list contains the fields that vest to the table selected from the first drop-down listing. In many cases, SmartOffice automatically selects the appropriate mappings.

12. Apply the drop-down lists to make any changes to the column mappings. Note the following:

    • Any unmapped columns will be ignored past the import process.

    • When importing business/agency data in the same file every bit contact/advisor data, ensure that the Company or Agency field is part of the data mapping definition.

13. When all column mappings are complete, click i of the post-obit buttons:

    • Save Import Setup: Saves all of the import settings for futurity utilise just does non import the records. The import can be run subsequently (meet Subsequent Imports).

    • Save & Run Import: Saves all of the import settings for time to come use and immediately imports the records.

14. If the import process is run, the Import Completed dialog box opens.

    
    The dialog box displays statistics most the import, including whether the import completed successfully, how many records were processed and how many records were added to SmartOffice. Information technology also displays a hyperlink to the fix that the imported records were added to.

Tip: If no gear up was specified during the import process, the prepare that SmartOffice creates for the imported records is named using the format "office name_date_import file name (e.g., Corporate_08/20/2011_contacts.csv.) The date format is designated on the Role Particular content link in Office Settings. If more than than i file with the aforementioned name is imported on a particular day, each ready name is appended with an incremented numeral (e.m., Corporate_08/20/2011_contacts.csv1).

16. From the Import Completed dialog box, exercise any of the following:

    • Click the set name hyperlink to view details about the set and, if necessary, make changes to the fix name or other settings.

    • Click the Another Import push button to return to the Import Setup List and run some other import.

    • Click the Done button to exit the Data Import Wizard.

    • Click the Indistinguishable Check button to display a listing of contacts that SmartOffice thinks might be duplicates. From that listing, the user can delete or modify whatever duplicates.

After exiting the sorcerer, the user can locate and open the set up to view the imported records.

Note: When records are imported, SmartOffice checks for matches with existing records. If a match is found, SmartOffice updates the existing record with the information in the import file; when no match is constitute, SmartOffice creates a record. In this way, the Data Import Wizard can be used to update large numbers of records quickly.

To determine matches, SmartOffice looks at unique identifiers in the imported and existing records. For case, if an imported contact has the same proper name as an existing contact, and if the birth date and/or Social Security number are also the same, SmartOffice assumes that the records are a lucifer and updates the existing tape.

Subsequent Imports

After importing a detail blazon of record into SmartOffice once, the user can quickly perform subsequent imports of the same record type using the aforementioned import setup. SmartOffice remembers the import settings and column mappings. However, the user can modify any options or mappings during the import process. Any changes to the import settings are saved for future imports.

1. From the SmartOffice side carte, select Utilities > Data Import Wizard to open the Import Setup List.

2. Do i of the following:

   • Click the name of the appropriate import setup in the listing.

   • Tag the appropriate import setup and select Menu > Run Setup.

3. Navigate through the import procedure as described in Initial Import. Adjust any settings or column mappings if necessary.

4. On the last step of the magician, click the Run Import button.

Viewing and/or Modifying an Import Setup

To adapt the import settings and column mappings in an existing import setup:

1. From the SmartOffice side bill of fare, select Utilities > Data Import Wizard to open the Import Setup Listing.

2. Tag the import setup to be modified so select Bill of fare > Edit Setup.

Note: If the selected import setup was created in the Arrangement part, the user is prompted to create a re-create of the setup in the local office for editing. If the user declines to create a re-create, the import setup opens in read-only mode and cannot exist edited.

3. Navigate through the import process equally described in Initial Import and accommodate the settings and/or column mappings.

4. On the last step of the wizard, click the Save Import Setup push button (or the Save & Run Import button if an import file was selected).

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Source: https://help-prod.ez-data.com/sopro/Help/data_import_-_import_process.htm#:~:text=From%20the%20SmartOffice%20side%20menu,Add%20Import%20Definition%20dialog%20box.

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