- Welcome to the Knowledge Base
- Introduction
- Training
- Getting Started
- Preferences
- Activities
- Cases
- Forecasts & Quotas
- Importing Data
- Leads
-
Marketing
- Introduction to Marketing
- Marketing Campaigns
- Mailing Lists
- Products
- Mailshots
- Upload Library
- Templates
- Event Management
- Compliance Records
-
Spotler Integration
- What is Spotler?
- Navigating your Spotler homepage
- GatorMail
-
GatorLeads / Web Insights
- Tracking Code
- Setting up the Plugin
- Viewing Web Insights Data on your Form Layouts
- Domain Names and Online Activities
- Reporting incorrect Leads created through Web Insights
- Reporting on Web Insights data
- Using UTM Values
- Why aren’t Online Activities being created in the database?
- Why is GatorLeads recording online activities in a foreign language?
- GatorSurvey
- GatorWorkflow
- GatorPopup
- Opportunities
-
Integrations
- Mapping
- Electronic Signing Tools
- Creditsafe Integration
-
Zapier
- Introduction to Zapier
- Available Triggers and Actions
- Linking your Workbooks Account to Zapier
-
Setting up Zaps
- Posted Invoices to Xero Invoices
- Xero payments to Workbooks Tasks
- New Case to Google Drive folder
- New Case to Basecamp Project
- New Workbooks Case to JIRA Ticket
- Jira Issue to new Case
- 123FormBuilder Form Entry to Case
- Eventbrite Attendee to Sales Lead and Task
- Facebook Ad Leads to Sales Leads
- Wufoo Form Entry to Sales Lead
- Posted Credit Note to Task
- QuickBooks Online
- Survey Monkey responses to Tasks
- Multistep Zaps
-
Email Integrations
- Email Dropbox
- Workbooks Exchange Server Sync
- Workbooks Outlook Connector
- RevenueGrid Intelligence and Engage
-
Event & Webinar Integration Tools
- GoToWebinar
- ON24
- Microsoft Office
-
Outreach
- Installation
- Outreach Authentication
- Sync People to Outreach Prospects
- Sync Organisations to Outreach Accounts
- Sync Workbooks Opportunities to Outreach
- Sync Tasks/Activities from Workbooks to Outreach
- Sync Outreach Sequences to Workbooks
- Sync Outreach Sequence States to Workbooks
- Sync Outreach Sequence Step Numbers to Workbooks
- Sync Prospects/Accounts/Opportunities from Outreach to Workbooks
- Sync Outreach Tasks/Calls/Meetings to Workbooks
- Scribe/Workbooks Connector
- RingCentral
- Auditing
- Comments
- People & Organisations
- Projects
-
Reporting
- Introduction to Reporting
- Using Reports
- Charts
- Exporting Reports
- Advanced Reporting
- Report Snapshots
- Dashboards
-
Transaction Documents
-
Introduction to Transaction Documents
- Displaying & Adding Transaction Documents
- Copying Transaction Documents
- Transaction Documents Fields Help
- Transaction Documents Line Items Help
- Printing & Sending Transaction Documents
- Managing Transaction Document Currencies
- Managing Transaction Document Statuses
- Setting a Blank Default Currency on Transaction Documents
- Credit Notes
- Customer Orders
- Invoices
- Quotations
- Supplier Orders
- Contract Management
- Sagelink
-
Introduction to Transaction Documents
- Auditing
-
Configuration
- Introduction to System Administration
- Users & Security
- Preferences
- Database
- Accounting
- Email & Integration
-
Customisation
- Creating & Modifying Picklists
- Theme
-
Record Types
- Creating Custom Fields
- Report-based Custom Fields
- Linked Fields & Reference Fields
- Record Templates
- Form Layouts
- Customising relationships between parties
- Opportunity Stages
- Custom Records
- Automation
- PDF Configuration
- Contact Support
- Releases & Roadmap
Introduction to Importing
Tip
Take a considered view before importing data from a legacy system - do you really need all your old data?
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. Workbooks Import tool is extremely powerful and allows you to carry out various types of import, for example:
- Carry out a 'simple' import of new data of just one record type, such as importing new Organisations or new Sales Leads or new Products.
- 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 are carrying out so that you can import more than one record type at the same time. For example, you can import new People records with associated Activities, at the same time.
- Update the fields on existing records. 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 records AND creating new records, where there is not currently an existing record.
Each import type is based on a specific record type. Below is a list of the types of records that Workbooks can import:
Activities (Meetings) |
|
Products | |
Campaign Membership (click here for worked example) |
API Data |
As already mentioned, when importing some record types it is 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 that Person can be created at the same time as the Person record; and when importing Opportunity or Contract records you can import the Line Items applicable to those records.
Click here for a list showing record types that can be imported, and 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:
- Cleanse the data.
- Map the fields from your source data against your Workbooks fields and run the import.
- Review the imported data.
- 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 you can create Import Templates relevant to your database from Workbooks.
The Import Template contains columns corresponding to fields of your chosen record type enabling straight-forward one-to-one field mapping at the mapping stage. The Import template can also include additional columns for any record types you chose to extend to. For more information about Import Templates, click here.