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Importing notes that have separate lines

Workbooks Support Posted: 2013-10-15 12:52

 We were recently asked how to import notes with line breaks. By following this guide below, you'll be able to achieve this quite easily;

Step 1

Create a source file or export one from Workbooks. In this example, we use People records. Add in the columns to hold the subject of your note and the body, creating separate columns for each new line that you wish to create. Remember to save this in CSV format.

Step 2

Go to the import tool (Start > Importing) and follow the wizard through - see here for more information. Stop at Stage 3 which is the mapping screen.

Step 3

On the mapping screen, you should extend the import to "Notes" by clicking the green plus button on the right hand side of the screen.

Step 4

You'll notice the subject field within notes has a small star beside it. This means that the field is required. You can either map this to a field within your source file or in this example, I have set a fixed value.

Step 5

Set up another mapping for the body of your email. This time you need to concatenate several values from your source file and specify what you wish the separator to be.

Above: You can see here that I have selected the mapping type to be "Concatenated". I have also set the separator to "Custom" and given it a value of "<br>". This is an HTML tag which forces a line break.

Step 6

That's it! In the next screen select whether you wish to update or create records and run the import. When finished, you will see something similar to the below in the Notes tab of people records.

And remember.. if this has the desired affect on your records, approve the import as soon as possible to eliminate further problems!