Import Activities | SalesJunction|Web based CRM for Small Business

Import Activities

The import activity data wizard is accessible in the System Setup module.  If your user profile is setup with Administrator Authority (SysAdmin), the Setup link will be displayed in the upper right-hand corner of the display screens next to the My Settings and Logout links. If you do not see the Setup link, then your user profile does not have the authority to access the system setup screens.

 

Accessing The Activity Data Import Wizard

 

Select the Setup link at the top of your screen. The System Setup Screen will then be displayed. On the Import Data menu, select the Import Activities menu option.

 

The Import Activities wizard functions basically like the Import Contacts function and uses the same subset of data screens.

 

Step 1: On the first screen of the import wizard, select your import options:

 

Import Options:

 

You can use one of three options for the import function:

 

  • If you are importing new records into system, then leave the Update and Delete boxes Unchecked.

  • If you are importing records that you want to update existing activity records in the system, then check the Update checkbox. (note: the system will need the Account ID field, Assigned User, Start Date, Start Time, and Activity Reference number to find matching records to update)
  • If you are importing records that you want the system to delete, then check the Delete checkbox. (note: the system will need the Account ID field, Assigned User, Start Date, and Start Time fields to find the records you wish to delete). This function will delete Activities only – it does NOT delete contacts or accounts.

 

Step 2: Click on the Browse button and select the file you wish to import.

 

After setting your import options, click the Next > button.

 

 

Step 3: On the next screen, specify how your data is stored in your import file.

 

Choose The Delimiter

Select the type of field delimiter used in your file. The delimiter is used to differentiate data between database fields, and is most often a comma or a tab. However, some programs can also use other types of delimiters. (If the program you are exporting data from gives you a choice, try to use tab delimited files – they are the easiest to import and less prone to conversion problems).

 

Choose The Text Qualifier

If the program you used to create the file encloses text fields in quotation marks (”  “), or some other symbol, select the type of Text Qualifier from the drop down list box, or enter the symbol or punctuation mark in the entry box to the right.  If your text data doesn’t have a text qualifier then just select {none}.

 

 

Step 4:  After specifying how your import data file is setup, click the Next > button. A screen similar to the one shown below will be displayed:

Mapping Your Fields

 

Functioning just like the import wizard for importing Accounts and Contacts, the Activity filed mapping screen enables you to select the ‘Source’ field (which is pulled from your import file) and map it to the ‘Destination’ field in the system.

 

The Account ID, Assigned User, Start Date, and Start time must be mapped, and the Activity Ref # must be provided if you are doing an Update import. Without these fields, the system cannot create or find the activity.

 

To map the fields, simply click the drop down box in the Source Field Column and select the appropriate item in the list that matches the Destination Field.

 

 

 

The import wizard also has the capability to Save your Mapping Definition so you can use the identical mapping for another time – at which time you can simply Load the Saved Import Definition and not have to do the same mapping operation again. (Assuming your import file contains exactly the same field names as before).  If you wish to save your mapping definition, then enter a name for it in the text box provided at the bottom of the map fields listings, and click Save.

 

Step 5: After mapping your data fields to the corresponding Destination Filed, select the Next > button.

 

The system will then begin to import your data. The size of your file, the speed of your internet connection, and the number of other imports in progress will determine the length of time it takes to import your data – be patient. When the system has imported all your data, a screen will be displayed that shows the number of activities that were imported.

 

Select the Close button to return to the main Setup window.