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Implementation > Import Contacts 2

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When first setting up your WorkBook system, a starting set of data will be imported, including your client information, supplier list, and employee details. To import data successfully it is important to understand the data structures and the format required in the import data sheets.

Things to note:

  • Data is imported once, so it is important to ensure accuracy and consistency prior to uploading.

  • Not all fields are required at import, optional fields can be added to the system manually at a later date when/as required.


IMPORT CONTACTS

If you wish to establish a contact on a customer, follow the example below:

On the customer, Panda Shoes, you want to create a contact: John Doe.
To link this contact you must first find out which ResTypeId the contact is to be linked together with. Choose between the options in the point ResTypeId (choose 3 if it is a customer contact).
Then you must choose which customer contact to be linked. Find out what “CustNum” is on the customer and insert this number in RefNum on contact person.

Customer name: Panda Shoes

ResTypeID: 3

CustNum / RefNum: 4711

Contact Name: John Doe

RefNum: 4711

ResTypeId: 3

The same principles applies any type of resource.

If you’re importing contacts to a newly imported resource, then RefNum will be the same number used in the import, E.g. CustNum for clients, CreditorNum for suppliers and SubjectNum for prospects.

COLUMN HEADER

FIELD DESCRIPTION

FORMAT

REQUIRED

ResTypeId

Which resource type does this contact person belong to

1 = Internal company
2 = Employee
3 = Customer
4 = Supplier
5 = General contact
6 = NewBizz
7 = Technical
8 = Media

RefNum

Check your customer &/or creditor import spreadsheets for the number you assigned the customer or creditor that this contact person belongs to

Number

ContactName

Contact’s full name

Text

EmployPosition

Contact’s position

Text

Email

Contact’s email address

Text

Mobile

Mobile number - not required

Number

Tel

Telephone number - not required

Number

Fax

Fax number - not required

Number

AdrLine1

Address Line 1

Text

AdrLine2

Address Line 2

Text

Postcode

Postcode

Number (can include letters)

City

City

Text

CountryCode

Country Code

E.g. AU, DE, DK, HK, NZ, SG

Check with your WorkBook consultant if your country code is not listed here

RessParentId

Leave blank, fills out automatically upon import

Number

Comment

A supplemental description

Text

ResId

Leave blank, fills out automatically upon import

Enter nothing

RecId

Leave blank, fills out automatically upon import

Enter nothing

CountryStateCd

State, use the abbreviation of the name.

CountryCountyCd

County

Tel2

A secondary phone number

Number (may include letters)

Business

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