Importing Contacts

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Contact data can be imported from and a Microsoft Excel file. During the import, the application uses the company and contact data to:

Match existing company to newly created contact
Create new contacts with system user information
Match importing contacts to existing contacts to prevent creation of duplicates

The application provides an import template to use to format the import file. It is critical to comply with the required file format and retain the columns in Excel file. The first row of the Excel spreadsheet can specify headers. During import, the application determines if the first cell of the first row contains a specialty and if it does not, the headers listed in the first row are not imported as specialties.

The following data fields can be defined in the template and imported:

Username (e.g. login)* - Unique identifier for the use to login to the application - it is in E-mail format
First Name of a Contact*
Last (family) Name of a Contact*
E-mail* - Contact's email address (this is the address system will use to send notifications)
License Type* - Enter Standard to allow the user to access issues assigned to different companies or enter Restricted, which is usually assigned to subcontractors, to allow the user to access only those issues assigned to the company to which they are assigned as a contact
Role* - Required to match a System Role defined in the application, which is assigned to the user
Company Name* - Name of the company
Company ZIP* - ZIP Code of the company (in case if more than one company exists with the same name, but in different geographic regions)
Title - Contact's title such as Superintendent
Work phone - Contact's phone
Mobile phone - Contact's cell phone
FAX - Contact's FAX
Receive Reports – Enter Yes to include the contact in automatic report distribution or enter No to exclude them
Time zone – Time zone in international format (i.e., GMT-05:00) in which the contact is located, and if no time zone is provided, the application assigns the time zone from server
Daylight – Enter Yes to have the application update the time for daylight savings changes or enter No to not have automated time updates for daylight savings time
Locale (e.g. en, ru, etc.)
Status (e.g. active / inactive)

Notes:

Fields marked with asterisk (*) are required to be populated.

To prepare to import a file of contact information:

1.From the Main Menu, click Setup and from the submenu, click Projects. The Projects Setup Director page opens.
2.In the Users, Contacts, Companies, Dispatching section, click the Contacts/Users Management link. The Contacts Found page opens.
3.In the Import Companies/Contacts from Excel File section, click the Sample CSV File link to import the Excel spreadsheet. The File Download dialog opens.
4.Click the Open button to open the sample template. The template opens in Excel.
5.Using the sample template, enter the companies and contacts information and save the file to your local drive.

To import contact information:

1.From the Contacts Found page, in the Companies/Contacts from Excel File section, click the Browse button. The Choose file to Upload dialog for your local drive opens.
2.Navigate to the appropriate file and click the Open button. The file uploads and
3.Click the Import Contacts button. The companies and contacts are imported and display in a list.
Note: If a row cannot be imported, an error message displays on the Import Results page that specifies the row number that failed import.
4.Review the Import Results page to identify potential specialties, companies, or contacts the application identified. If potential duplicates are identified, drop-down lists display for the data. From the drop-down lists for potential duplicates, select the appropriate action.
5.Click the Confirm to Import button. The companies and contacts are imported.

Rules for Identifying Potential Duplicate Specialties, Companies, and Contacts

The application uses a matching threshold to identify potential duplicates. The threshold is set at 20% of characters. If 20% or more of the characters for a specialty, company, or contact match an existing specialty, company, or contact; the application identifies it as a potential duplicate. In addition, if an imported contact has an e-mail that matches exactly an e-mail for a contact in the application, the contact is identified as a duplicate.

If a specialty, company, or contact name matches exactly an existing company, it will be identified as a match, not a potential match, and cannot be imported. A drop-down list is provided to allow the user to select the appropriate action, including selecting another specialty, company, or contact that currently exists in the application.


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