When first setting up your WorkBook system, your contact list can be imported, this is especially useful if using the CRM module. 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
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 | Resource type ID: Categorise the type of contact the person is. | Number 1 = Internal company | 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 | |
Contact email address | Text E.g. name@agency.com | ||
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 | 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 | |||