The utility can be used to manage the contacts setup in the Customer Information, Site Information and in the Vendor Information files.
Complete information for all existing contacts can be exported
from the Contact Information table to a
spreadsheet.
The spreadsheet can be modified to reflect the latest contact
details.
After the updated spreadsheet information is saved in
Tab-Delimited Text File format, it can then be imported to
update the Contact Information tables.
Note: Even if there are some errors reported on the import, the import of any valid records will still be completed.
The prompts are:
Up to 57 columns of data with a maximum of 10 social media, 10
user-defined, and 20 email types can be exported.
If there are too many columns then the system will keep dialling
back user-defined and social-media until it is within the
range.
The last column exported is "RECORD TRAILER (MUST BE TRL)" which is
used to ensure ALL rows are successfully processed on import and no
data is truncated.
Note: Blank customer and blank vendor records will NOT be exported.
Click Import to re-load the updated information after saving it in a Tab-Delimited Text File format, using the Select a File to Upload utility.
The import supports up to 57 columns of data.
The data import will only support columns up to 80 characters in
length (i.e. Social media/user defined/emails).
The import column headings must not be changed from the exported
column headings, as they must match the data fields.
Common errors include: missing TRL column, existing Contact ID, missing Contact Name, invalid birth date
Note: Because of the column limitation on the spreadsheet, if
any of the social media/user-defined/email types are not included
in the spreadsheet, they will not be updated.
This ensures that existing address and link information is not
lost.
Note: When new Contacts are added through the import they can be
flagged as active or not, but they are not linked to any Sites.
This needs to be done manually in Contact
Information if required.
ACTIONS:
Additional actions provided by buttons on
the Export/Import Contacts screen include:
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