How To Upload Excel Document To Smart Office

Data Import - Import Process

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Overview

When the Data Import feature is used to import a particular tape type for the first time, the settings that the user selects during this initial import are saved as an "import setup." All users in the office can then apply the import setup for future imports, peculiarly 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 Data

The initial import process described below is the process that the user follows when importing a item record type for the first time. The subsequent import process describes the steps that users in the role follow to import that aforementioned record type in the future.

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

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

Initial Import

When importing a item type of tape (due east.1000., contact, business, counselor) into SmartOffice for the beginning time, follow these steps to create an import setup and run the import:

From the SmartOffice side card, 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 System or local office.
Select Menu > New 'Import Setup' record to open up the Add together Import Definition dialog box.
In the Enter Setup Proper name field, type a proper name for the import setup. Notation the following:
- This name volition display in the Import Setup List the adjacent time the user accesses the Data Import characteristic, enabling users in the office to perform subsequent imports for the selected record blazon more than chop-chop (run into Subsequent Imports).
- SmartOffice allows a setup proper noun to be used for more than one import setup.
From the Select the type of records to be imported drop-downward list, select the appropriate record blazon: Advisor Record, Bureau Record, Business organisation Tape or Contact Record (for information about the other record blazon options, see Types of Records that Tin Be Imported).
Click the Adjacent button to open the Select File to Upload dialog box.
Click the Choose File button to locate and select the import file.
Select the appropriate import options (the available options will vary depending on the type of information being imported):
- Data Format: CSV is currently the merely available format pick.
- Data Encoding: If the encoding method of the import file is known, select information technology from this drop-down list. The default is US-ASCII. If information contains gibberish characters subsequently it is imported, selecting a unlike encoding may right the problem.
- Column Headings Present: Select this choice 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 data file uses a different separator character, such equally the vertical bar (|) or tilde (~), enter that character in this field.
- Fix ALL CAPS text during import: Select this selection to convert text in the import file that is all uppercase into proper upper- and lowercase text.
- Import phone number(s) without splitting: When the user selects this option, phone numbers are imported as is instead of being automatically formatted according to the setting in the Telephone Format field. This option is particularly useful for import files containing both Northward American and non-North American phone numbers.
- Mark Imported Electronic mail, Address and Phone numbers as preferred: Selecting this option enables the Mark equally Preferred selection for all imported electronic mail address, postal address and phone number records. In SmartOffice, preferred addresses and numbers typically serve equally the defaults for sending correspondence, dialing calls, etc.
- Marking Imported Accost and Telephone numbers as principal: Selecting this option automatically enables the appropriate "primary" pick (like Primary Residence Phone) for all imported postal address and phone number records.
- Phone Format: United states of america/Canadian is currently the simply selection available from this driblet-down list. SmartOffice uses this option to determine how phone numbers should exist carve up into separate fields (i.due east., area lawmaking, number). If the import file contains not-Due north American phone numbers, select the Import phone number(s) without splitting check box.
- Date 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. It is of import that the format selected matches the format used in the import file to avert engagement import issues.
- Century: This field is available if the option selected from the Date Format drop-down list contains a two-digit yr (i.e., yy). Enter the digits that should be inserted before the year when the data is imported into SmartOffice. For example, entering xx in this field will convert the year "xi" in the import file to "2011" in SmartOffice. The aforementioned century is used for all date fields in the import file. For that reason, information technology is important not to accept a mix of 20th and 21st century dates in the same import file if the file contains ii-digit years.
Click the Adjacent push button to open the Select Options dialog box.
(Optional) Specify additional options for the imported records:

Type: If the import file does not incorporate a cavalcade that indicates each imported record's blazon, the user can assign a blazon to the imported records using this drop-down listing.
Source: If the import file does not comprise a cavalcade that indicates each imported tape's source, the user can assign a source to the imported records using this drop-down list.
Assigned To: The user can click the Assigned To hyperlink to select a user from the office who will be assigned to all of the imported records. User consignment is important in offices that have office security enabled (for more information, run across Part Security - User Consignment). If this field is left blank, the user who is importing the records is automatically assigned. This requires the Mass Assignment user right, equally described in Data Import - User Setup.
Set: To specify a set up that the imported records should exist added to, click the Set hyperlink to search for the set. If this field is left blank, SmartOffice automatically creates a set for the imported contacts.

(Optional) If the import file contains visitor or agency data, select the If importing Company/Bureau data, create a Business/Bureau Record in SmartOffice if one does not exist pick to create appropriate business or agency records in SmartOffice. SmartOffice will link that business concern or agency to the imported record.
Click the Next button to open the Select Mapping dialog box.

Nether each cavalcade heading from the import file are two drop-down lists. The first drop-down list contains a list of SmartOffice tables (i.due east., categories of fields). The second drop-down list contains the fields that belong to the table selected from the first drop-down list. In many cases, SmartOffice automatically selects the appropriate mappings.
Use the driblet-down lists to make any changes to the column mappings. Note the following:
- Whatever unmapped columns will exist ignored by the import procedure.
- When importing business/bureau information in the same file as contact/advisor information, ensure that the Company or Agency field is part of the data mapping definition.
When all cavalcade mappings are complete, click one of the following buttons:
- Save Import Setup: Saves all of the import settings for hereafter use but does non import the records. The import can be run afterwards (see Subsequent Imports).
- Salve & Run Import: Saves all of the import settings for future use and immediately imports the records.
If the import procedure is run, the Import Completed dialog box opens.

The dialog box displays statistics about the import, including whether the import completed successfully, how many records were processed and how many records were added to SmartOffice. It besides displays a hyperlink to the prepare that the imported records were added to.

Tip: If no set up was specified during the import procedure, the set that SmartOffice creates for the imported records is named using the format "function name_date_import file name (e.chiliad., Corporate_08/20/2011_contacts.csv.) The date format is designated on the Office Particular content link in Office Settings. If more than one file with the aforementioned name is imported on a detail day, each set name is appended with an incremented numeral (east.one thousand., Corporate_08/xx/2011_contacts.csv1).

From the Import Completed dialog box, do any of the following:
- Click the prepare proper noun hyperlink to view details about the fix and, if necessary, make changes to the set up proper name or other settings.
- Click the Another Import button to render to the Import Setup List and run some other import.
- Click the Done button to leave the Data Import Wizard.
- Click the Duplicate Bank check button to display a list of contacts that SmartOffice thinks might be duplicates. From that listing, the user can delete or modify any duplicates.

After exiting the wizard, the user can locate and open the set 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 friction match is found, SmartOffice creates a tape. In this way, the Information Import Wizard can be used to update big 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 aforementioned name as an existing contact, and if the birth appointment and/or Social Security number are also the aforementioned, SmartOffice assumes that the records are a match and updates the existing record.

Subsequent Imports

Later on importing a particular blazon of tape into SmartOffice one time, the user can apace perform subsequent imports of the same record type using the same import setup. SmartOffice remembers the import settings and column mappings. All the same, the user tin change any options or mappings during the import process. Whatever changes to the import settings are saved for future imports.

From the SmartOffice side menu, select Utilities > Data Import Wizard to open the Import Setup List.
Exercise 1 of the post-obit:
- Click the proper noun of the appropriate import setup in the list.
- Tag the appropriate import setup and select Carte du jour > Run Setup.
Navigate through the import procedure as described in Initial Import. Arrange any settings or column mappings if necessary.
On the last step of the wizard, click the Run Import button.

Viewing and/or Modifying an Import Setup

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

From the SmartOffice side menu, select Utilities > Information Import Wizard to open the Import Setup List.
Tag the import setup to be modified and and so select Carte du jour > Edit Setup.

Note: If the selected import setup was created in the System function, the user is prompted to create a copy of the setup in the local office for editing. If the user declines to create a copy, the import setup opens in read-but mode and cannot be edited.

Navigate through the import process equally described in Initial Import and arrange the settings and/or cavalcade mappings.
On the last step of the wizard, click the Save Import Setup button (or the Save & Run Import push if an import file was selected).

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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