Importing Leads - Revision history

Amy at 16:35, 24 May 2013

2013-05-24T16:35:25Z

Amy: /* Step 3: Export out the Leads to get the UIDs */

2013-05-24T16:28:20Z

Step 3: Export out the Leads to get the UIDs

Amy: /* Step 4 - Prepare the contact import file */

2013-05-24T16:21:48Z

Step 4 - Prepare the contact import file

Amy: /* Step 4 - Prepare the contact import file */

2013-05-24T00:10:27Z

Step 4 - Prepare the contact import file

Amy at 00:07, 24 May 2013

2013-05-24T00:07:24Z

Amy: /* Step 3: Export out the Leads to get the UIDs */

2013-05-23T23:46:00Z

Step 3: Export out the Leads to get the UIDs

Amy: Created page with "When importing leads, you will need the following:
Spreadsheet with your company names and addresses for leads (company name, address, business type, etc)
Spreadsheet wit..."

2013-05-23T23:45:03Z

Created page with "When importing leads, you will need the following: Spreadsheet with your company names and addresses for leads (company name, address, business type, etc) Spreadsheet wit..."

New page

When importing leads, you will need the following:
 Spreadsheet with your company names and addresses for leads (company name, address, business type, etc)
 Spreadsheet with your contacts associated with the lead companies. (name, company name, phone, email, job title etc)

 **Make sure each customer record you import is a unique name. The SME importing tool does not check for duplicates. Before importing, make sure your import file does not contain duplicates.

 Importing contact names and phone numbers will be done by importing into the CustCont table and linking them to the Sales table.

 Before preparing for the import, please read this page: '''[[Before Importing - About UID]]'''

== Step 1: Prepare the Sales Lead Customer Import: ==
In Sales, when you create a new lead, you enter a site name / address and billing name / address (image below). You will also be importing these two tabs.
 '''Image 1:'''
 [[File:SalesLeadAddresses.png]]
 1. Open Excel and create columns for the lead customer based off image 2 below.
 2. Paste the customer name in the '''Customer''' and '''BillName''' column, as well as the address info. '''**'''Customer names should be no longer than '''40 characters''' if you will be converting leads to customers, then syncing the customer to QuickBooks'''**'''
 '''Image 2:'''
 [[File:PreparingLeadImportFile1.png]]

 6. If there are other fields you want to import into such as Salesperson, Lead Source or Business Type, you will need to export the tables to get the UID as described on '''[[Before Importing - About UID]]'''.

 Field that you might want to import that require a UID to import:
 [[File:SalesLeadFieldsThatNeedUID.png]]

 Export the table to get the UID associated with the value you want to import and paste in the import file as shown in the image below for Business Type, Lead Source and SalesPerson.
 [[File:LeadImportPrep2.png]]

 To see all the column header names in the table you are importing into:
 - Go to '''Utilities''' > '''Utilities''' > '''Export Data''' and click '''Run it'''
 - In the Export window that open, select the '''Sales''' table in the drop down
 - The Source Fields column show you all the column header names you would use in your Excel spreadsheet

 [[File:SalesTableNames.png]]

== Step 2: Import the Leads ==
It is a good idea when importing, import first a small sample of your whole spreadsheet including the column headers. Check your import before importing the whole spreadsheet. (for example, copy row 1,2 & 3 into another spreadsheet and call it Test Import. Import that first, check your import, and if all is fine import the full spreadsheet, but remember to take out the records you imported off the full spreadsheet - the customers that were in row 2 & 3)

 1. Go to '''Utilities''' > '''Utilities''' > '''Import Data''' and click '''Run It'''. The Data Import window opens
 2. In the '''Source Filename''' field, browse for your import file. (when browsing for your file, make sure you are search “All Files”)
 3. In the''' Destination table''' drop down, select '''Sales'''
 4. You will see a preview of your spreadsheet in the grid
 5. Click '''start.'''
 6. You will be asked if you want to backup your data. You should be regularly backing up your data, but you can click Yes to backup data.
 7. When the import is complete you can close the Data Import window and look in the Leads module for the leads you imported.

 [[File:SalesImportPreview.png]]

== Step 3: Export out the Leads to get the UIDs ==
 1. Go to '''Utilities''' > '''Utilities''' > '''Export Data''' and click '''Run It'''
 2. In the Export Window, select '''Sales'''
 3. Move the following fields from the source field side to the destination field side: '''UID''' and '''Name'''
 4. In '''Output Directory''' field, select your desktop
 5. In the '''Output Filename''', enter '''Leads.csv'''
 6. Click '''start'''.
 7. When completed, go to your desktop and open the file.

← Older revision		Revision as of 16:35, 24 May 2013
Line 81:		Line 81:

	<br>3. Save the spreadsheet.		<br>3. Save the spreadsheet.
		+
		+	== Step 5 - Import the contacts into the CustCont table ==
		+	As always when importing, import first a small sample of your whole spreadsheet including the column headers. Check your import before importing the whole spreadsheet.
		+
		+	<br>This import adds the contact to the lead record > Contacts tab.
		+
		+	<br>1. Go to '''Utilities''' > '''Utilities''' > '''Import Data''' and click '''Run It.''' The Data Import window opens
		+	<br>2. In the '''Source Filename''' field, browse for your import file. (when browsing for your file, make sure you are search “All Files”)
		+	<br>3. In the '''Destination table''' drop down, select '''CustCont'''
		+	<br>4. You will see a preview of your spreadsheet in the grid
		+	<br>5. Click '''start'''.
		+	<br>6. You will be asked if you want to backup your data. You should be regularly backing up your data, but you can click Yes.
		+	<br>7. When the import is complete you can close the Data Import window and look in the Lead module for the leads you imported contacts to. Click the Contact tab.
		+
		+	<br>[[File:ImportedLEadContacts.png]]

@@ Line 60: / Line 60: @@
 <br>5. In the '''Output Filename''', enter '''Leads.csv'''
 <br>6. Click '''start'''.
-<br>7. When completed, go to your desktop and open the file.
+<br>7. When completed, go to your desktop and open the file. You will see the Company Name and the associated UID for the company (image below). You will be using this UID in the next step of importing contacts. The contact will be linked to the lead by the UID.
 == Step 4 - Prepare the contact import file ==

@@ Line 70: / Line 70: @@
 <br>1. Open an Excel file
 <br>2. Prepare the column headers as shown in the below screenshot
-<br>       - Column A - CustUID - this is the lead/customer records UID the contact is linked to
+<br>       - Column A - CustUID - this is the lead/customer records UID the contact is linked to. This is the UID number you exported out of step 3 above.
 <br>	- Column B - Name - this is the contact name
 <br>	- Column C - Title - enter title if needed

@@ Line 64: / Line 64: @@
 == Step 4 - Prepare the contact import file ==
 <br>1. Open an Excel file
 <br>2. Prepare the column headers as shown in the below screenshot

@@ Line 56: / Line 56: @@
 <br>1. Go to '''Utilities''' > '''Utilities''' > '''Export Data''' and click '''Run It'''
 <br>2. In the Export Window, select '''Sales'''
-<br>3. Move the following fields from the source field side to the destination field side: '''UID''' and '''Name'''
+<br>3. Move the following fields from the source field side to the destination field side: '''UID''' and '''Company'''
 <br>4. In '''Output Directory''' field, select your desktop
 <br>5. In the '''Output Filename''', enter '''Leads.csv'''
 <br>6. Click '''start'''.
 <br>7. When completed, go to your desktop and open the file.

Importing Leads - Revision history

Amy at 16:35, 24 May 2013

Amy: /* Step 3: Export out the Leads to get the UIDs */

Amy: /* Step 4 - Prepare the contact import file */

Amy: /* Step 4 - Prepare the contact import file */

Amy at 00:07, 24 May 2013

Amy: /* Step 3: Export out the Leads to get the UIDs */

Amy: Created page with "When importing leads, you will need the following: Spreadsheet with your company names and addresses for leads (company name, address, business type, etc) Spreadsheet wit..."

Amy: Created page with "When importing leads, you will need the following:
Spreadsheet with your company names and addresses for leads (company name, address, business type, etc)
Spreadsheet wit..."