Import clients

Use these instructions to import generic CSV or TXT data for clients and contacts.

Before you begin

Before you import data into WorkflowMax, you need to prepare a suitable import file.

• Tips for ensuring a successful import
  • In your import file, each column header identifies a data field that you want to include in your import. You need specify column headers for only those fields that you want to import.
  • Unless you are importing custom fields, do not include any column headers that are not shown in the sample file (see below).
  • The column headers in your import file must match the format of the column headers in the sample file exactly. You must use the same capitalisation, with any spaces, punctuation or other characters as shown.
  • Make sure that you save the import file in the correct format: CSV or tab-delimited TXT.
  • Make sure there are no carriage-return characters in any of the data fields. These characters are created by pressing the Enter key and may have been included in the original data to break text onto several lines; in an address, for example.
  • Make sure there are no blank lines at the end of the data file – they will produce warning messages during import.

Setting up an import file

To set up an import file, do one of the following:

• Modify a sample file
  1. Open the Client and Contact Import File Example file using a suitable desktop application, such as Microsoft Excel.
  2. Remove columns that you do not wish to use (but not the mandatory columns - see Set up a file from scratch, below).
  3. Replace the sample data (from row 2 onwards) with the information you wish to import.
  4. Save the completed file in CSV format.

• Set up a file from scratch
  1. Create a spreadsheet using a suitable desktop application, such as Microsoft Excel.
  2. Include one or more of the following column headers in row 1. Each column header should be in a separate column. Copy each column header exactly (the import is case sensitive).

     "Name", "Address1", "Address2", "Address3", "Address4", "Address5", "City", "Region", "PostCode", "Country", "PostalAddress1", "PostalAddress2", "PostalAddress3", "PostalAddress4", "PostalAddress5", "PostalCity", "PostalRegion" ,"PostalPostCode", "PostalCountry", "Phone", "Fax", "Email", "WebSite", "ContactName", "ContactPosition", "ContactPhone", "ContactMobile", "ContactEmail", "ContactSalutation", "ContactAddressee"

  3. In row 2 onwards, enter the information that you wish to import.
  4. Save the completed file in CSV format.

• Modify a file containing data exported from another application
  1. Open a CSV or TXT file that has been exported from another application.
  2. Remove any columns and rows that you do not wish to use.
  3. Change each column header so that it exactly matches the equivalent column header listed under "Set up a file from scratch" above.
  4. Save the completed file in CSV or TXT format.

Notes on import data for clients

• Make sure that you have removed any columns that do not contain data. This is especially important if you are using the Update Existing? option, as blank fields will replace existing non-blank data.
• If your data contains more than 500 rows, split the data into multiple files and import each separately.
• If the ContactName column is present and has a value, then that contact and their details will be imported. To import multiple contacts, repeat the client name, but with different contact details. Make sure that you select the Update Existing checkbox if you are importing multiple contacts, otherwise only the first contact is imported.
• Although it is not possible to import a client with the same name as an existing client, it is possible to manually create multiple clients with the same name (by using Clients > New). Once there is more than one active (or archived) client with the same name, it is no longer possible to use Update Existing to import changes using that client name.
• To update an existing client in WorkflowMax - with an address change, for example - select the Update Existing checkbox.

  A client record will be updated only when the Name on the import file matches an existing client Name.

Importing the data

To import client data into WorkflowMax:

1. In the Business menu, select Settings > Import.
2. On the Import screen, provide the following information, as required.

   Field	Description
   Options
   File Type	The type of file that you wish to import. Select Generic - Client.
   File Format	The format is either CSV or tab-delimited.
   Update Existing?	Controls whether existing data is overwritten with newly imported information. Select this checkbox if you want existing information to be overwritten with any new information. Clear this checkbox to prevent existing information from being overwritten with any new information. There are some cases where you might wish to re-import a record to update the information that is already on file (such as a client or supplier address or for cost updates). To cater for this, this data table supports the Update Existing? feature, which allows existing data records to be updated with newly imported information.
   File	Choose the file on your computer that you wish to import.
   Job Import Options
   This section is required only if you are importing job data.

3. Import the data. The number of rows successfully imported is displayed at the foot of the screen. If there were any errors during the import, they will be displayed at the foot of the screen.