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Implementation > Import Contacts

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When first setting up your WorkBook system, your contact list can also be imported. To import data successfully it is important to understand the data structures and the format required in the import data sheet.

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

Download contacts import file here. File updated

Contacts

  • Contacts are linked to resources via the resource type ID field, e.g customer or supplier, and the unique reference number of the individual record you are linking it to.

COLUMN HEADER

FIELD DESCRIPTION

FORMAT

REQUIRED

ResTypeId

Resource type ID: Categorise the type of contact the person is.

Number

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

Yes

RefNum

Reference number: Link the contact to an existing client or supplier. Check your client and debtors import sheet for the CustNum &/or suppliers and creditors import sheet for the CreditorNum.

Number

E.g. 201, 234, 312 etc

Yes

ContactName

Contact name: The contact’s first and last name.

Text

e.g. Chris Smith

Yes

EmployPosition

Contact position: The contact’s position/job title.

Text

e.g. Marketing Manager

No

Email

Contact email address

Text

E.g. name@agency.com

No

Mobile

Mobile number

Number and/or text

No

Tel

Telephone number

Number and/or text

No

Fax

Fax number

Number and/or text

No

AdrLine1

Address Line 1: Used when importing full contact details. This information is not required at import and can be added to the system later if required.

Text

No

AdrLine2

Address Line 2

Text

No

Postcode

Postcode

Number and/or text

No

City

City

Text

No

CountryCode

Country Code: WorkBook assigns a two-letter code to each country. Check with your WorkBook consultant if your country code is not referenced here.

Text

E.g. AU, DE, DK, HK, NZ, SG, UK, US etc.

No

RessParentId

Please leave this field blank, it is completed automatically on import.

N/A

No

Comment

Comment: Add notes or a description if required.

Text

No

ResId

Please leave this field blank, it is completed automatically on import.

N/A

No

RecId

Please leave this field blank, it is completed automatically on import.

N/A

No

CountryStateCd

Contact’s State

Text

E.g. CA, FL, NY, NJ etc

No

CountryCountyCd

Contacts’s County

Text

E.g. Benton, Carlton, Dorchester etc

No

Tel2

Telephone number: Can be used to store an additional contact number.

Number and/or text

No

Business

Industry: The industry the contact belongs to, for internal reference.

Text

No

LinkedIn

LinkedIn Profile: A link to the contact’s LinkedIn profile.

Text

No


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