- Introduction to Importing

If you have existing data in other CRM systems, databases or spreadsheets, you can import it into Workbooks from a CSV (Comma Separated Value) file. CSV files are a standard way of exchanging data between systems.

Our import tool is extremely powerful and allows you to carry out various types of import.  You can:

  • Carry out a 'simple' import of new data of just one record type.  For example, importing new Organisations or new Sales Leads or new Products, and so on;
  • Import new records and 'link' them to existing records on your database.  For example, you might want to import new People records and link them to existing Organisation records (because the person is employed by that Organisation), or you might want to import Activities (Tasks or Meetings) that are linked to existing People records;
  • Extend the type of import you're carrying out so that you can import more than one record type at the same time.  For example, importing new People records with associated Activities at the same time;
  • Update the fields on existing records.  For example, data that has been taken out of Workbooks for cleansing can be imported and the amended data overwrites the existing information.  When using the update mode you can choose between simply updating existing records or updating existing ones AND, if a record doesn't already exist, creating a new one. NOTE: It is not possible to update the Employer field in a Person record using update through import, so it's important to ensure that either, all Organisations are imported before People, or, that Organisations and People are imported at the same time.

Each import type is based on a specific record type.  Below is a list of the types of records that Workbooks can import:

People

Quotations

Organisations

Customer Orders

Activities (Tasks)

Invoices

Activities (Meetings)

Credit Notes

Cases

Supplier Orders

Sales Leads

Contracts

Opportunities

Notes

Campaigns

Products

Campaign Membership
(click here for worked example)

 

 

As already mentioned, when importing some record types  it's possible to create additional related records at the same time by extending your import to include a different record type.  For example, when using the People import, Notes, Tasks, Meetings, and Organisations related to the Person can also be created at the same time as the Person record; and when importing Opportunity or Contract records you can also import the Line Items applicable to those records.  Click here for a list of the record types that can be imported showing which other record types can be imported at the same time, together with information on which fields are mandatory when importing.

To help make your imports successful, follow the steps below:

  1. Cleanse the data;

  2. Map the fields from your source data against your Workbooks fields and run the import;

  3. Review the imported data;

  4. Approve the data (thus making it available to users).

The first step doesn't involve Workbooks. From step 2, Workbooks provides an easy to use Wizard to guide you through the process.

To help you with preparing your data we've put together a spreadsheet giving lots of useful information on how your data should be formatted, which can be downloaded by clicking the link below:

Click on this link to download import template spreadsheet

You'll see two tabs for each record type, one detailing the standard fields for each record type, which gives information on the required format for each field. The second tab provides a template you can use and a few rows of example data.

NOTE: If you have already reached your contracted database storage limits you will not be able to create a new import job.

 

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