Difference between revisions of "Data Import/Contacts"

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(Created page with "{{DISPLAYTITLE: Contact Import}} = Overview = The contact import gives users the ability for a user to import contacts against either an account or a service. While this is a...")
 
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The contact import gives users the ability for a user to import contacts against either an account or a service. While this is a standalone tool, this import was designed to be used together with the [[Data_Import/Contact_Addresses |contact address importer]] to import a complete '''contact + address''' data set.  
 
The contact import gives users the ability for a user to import contacts against either an account or a service. While this is a standalone tool, this import was designed to be used together with the [[Data_Import/Contact_Addresses |contact address importer]] to import a complete '''contact + address''' data set.  
  
−
The system utilises the '''Bulk upload processing notification''' event to send a notification with the results of the bulk approval attempt. You must set up this event and enable it before you use this tool. If the bulk import is successful, the email notification will advise you when the process is complete. If the bulk approval is not successful, the email notification will send details of the records that failed to be approved and why.
+
The system utilises the '''Bulk upload processing notification''' event to send a notification with the results of the bulk approval attempt. You must set up this event and enable it before you use this tool.  
 +
 
 +
If the bulk import is successful, the email notification will advise you when the process is complete. <br />
 +
If the bulk approval is not successful, the email notification will send details of the records that failed to be approved and why.
  
 
== Preparing your Data ==
 
== Preparing your Data ==
 
To import contacts, you will need to create a CSV data file or you can download the data file below.
 
To import contacts, you will need to create a CSV data file or you can download the data file below.
  
−
[[File:contact_import.csv]]
+
[[media:contact_import.csv]]
  
 
Enter the data into the import sheet. Leave no rows blank. You must ensure the data meets all validation requirements contained in the data definition table below. When you submit the data file for import, the system will parse the file looking for errors. If the system finds no errors, the system will import the notes into the system. The file needs to be error-free in order to import the data. In the event errors are found, no data will be imported into Emersion. Review the bulk upload processing notification email, correct the file and try again.
 
Enter the data into the import sheet. Leave no rows blank. You must ensure the data meets all validation requirements contained in the data definition table below. When you submit the data file for import, the system will parse the file looking for errors. If the system finds no errors, the system will import the notes into the system. The file needs to be error-free in order to import the data. In the event errors are found, no data will be imported into Emersion. Review the bulk upload processing notification email, correct the file and try again.
 +
 +
== Importing your Data ==
 +
To access the note import tool:
 +
 +
# Log into Cumulus.
 +
# '''Nav: Admin > Bulk Import > Contact Import'''
 +
# Click the Browse button and select the csv file containing the data you want to import.
 +
# If you want the bulk upload processing notification email to be sent to a different email address than the address defined in the event template, tick the Override? checkbox and enter an alternative email address. This will only apply for this upload. To change the email address for all future imports, you will need to change the recipient defined in the event template.
 +
# Press '''Submit'''
 +
 +
The system will validate the data and if no errors are found, the system will import the data. When the notification email is received, the process has been completed.
 +
 +
The system can parse for invalid data but it cannot check for data accuracy. Therefore it is strongly recommended that you check a few random records to ensure that the import was a success. If you find an problem, you cannot roll back the import.
 +
 +
=== Report ===
 +
The '''Contact Import report''' can be used to review the imported data. In addition, this report was designed in a way that it can be used to populate a data file if you plan to follow up the contact import with a [[Data_Import/Contact_Addresses |contact address import]].  This report is located under the '''Reports > List > Account'''.
 +
 +
You have two options should this occur:
 +
* Manually correct the data.
 +
* Request Emersion fix the errors for you. This can be submitted via work order ticket. Please include a note import file with the records that need to be corrected. Do not include details of any records that do not need correcting.
  
 
== Access Controls ==
 
== Access Controls ==
−
Users will need the '''Bulk import - contact addresses''' to be enabled before they can access the tool.
+
Users will need the '''Bulk import - contact addresses''' power to be enabled before they can access the tool.
 +
 
 +
= Contact Data Definition =
 +
 
 +
This section contains a list of the required fields and a definition of what the system considers as valid data. The a comprehensive data definition for accounts is located here. The definition table below will not repeat this information and includes supplemental information specific to the contact importer.
 +
 
 +
{| class="wikitable"
 +
|+Contact Data Definition table
 +
|Data field ||Description
 +
|-
 +
|MODEL_TYPE_ID || Free text field. Defines what type of contact you are importing. The valid entries are listed below and are case sensitive:
 +
* Account
 +
* Service
 +
'''MANDATORY'''
 +
|-
 +
|MODEL_ID ||Integer. The account ID or Service ID dependant on the value provided in MODEL_TYPE. '''MANDATORY'''
 +
|-
 +
|CONTACT_TYPE || Free text field. This field refers to the list of contact sub types as referred to in Cumulus. The valid entries are listed below and are case sensitive. You may also have additional contact types (sub types) that have been created specifically for you, or are specific to a service type you are using. Refer to the cumulus user interface for a complete list available to you. '''OPTIONAL'''
 +
* Support Contact
 +
* Onsite Contact
 +
* Technical Contact
 +
* Power of Attorney
 +
* Third Party
 +
* Customer Service Provider
 +
* Authorised Contact
 +
* Site Contact
 +
* Provisioning Contact
 +
|-
 +
|UPLOAD_SOURCE || Free text field. '''OPTIONAL'''
 +
|-
 +
|UPLOAD_SOURCE_REF  || Free text field. '''OPTIONAL'''
 +
|-
 +
|SALUTATION || Free text field. '''OPTIONAL'''
 +
|-
 +
|FIRST_NAME  || Free text field. '''MANDATORY'''
 +
|-
 +
|LAST_NAME  || Free text field. '''MANDATORY'''
 +
|-
 +
|SUFFIX  || Free text field. '''OPTIONAL'''
 +
|-
 +
|JOB_TITLE  || Free text field. '''OPTIONAL'''
 +
|-
 +
|PRIMARY_PHONE  || Integer. '''MANDATORY'''
 +
|-
 +
|FAX  ||  Integer. '''OPTIONAL'''
 +
|-
 +
|MOBILE  || Integer. '''OPTIONAL'''
 +
|-
 +
|SECONDARY_PHONE  || Integer. '''OPTIONAL'''
 +
|-
 +
|PRIMARY_EMAIL  || Free text field. '''MANDATORY'''
 +
|-
 +
|GENDER  || Free text field. Choose from the following options
 +
* Not stated / Inadequately described
 +
* Male
 +
* Female
 +
This field is case sensitive. '''OPTIONAL'''
 +
|-
 +
|DOB  || Date of birth. Date format = DD/MM/YYYY. '''MANDATORY'''
 +
|-
 +
|DRIVERS_LICENSE  || Free text field. '''OPTIONAL'''
 +
|-
 +
|LANGUAGE  || Enter the language using the list of languages in Cumulus as a reference. This field is case sensitive. Free text. '''OPTIONAL'''
 +
|-
 +
|TIME_ZONE  || Enter the language using the list of languages in Cumulus as a reference. E.g. <strong>(GMT+10:00) Canberra, Melbourne, Sydney</strong> <br /> This field is case sensitive. Free text. '''OPTIONAL'''
 +
|-
 +
|PHONE_PASSWORD  || Free text field. '''MANDATORY''' 
 +
|-
 +
|DO_NOT_CALL_FLAG  || Boolean field. The Contact's preference for whether they wish to be phoned or not for marketing purposes.
 +
* 1 = True
 +
* 0 = False
 +
'''OPTIONAL'''
 +
|-
 +
|DO_NOT_EMAIL_FLAG  || Boolean field. The Contact's preference for whether they wish to be emailed or not for marketing purposes.
 +
* 1 = True
 +
* 0 = False
 +
'''OPTIONAL'''
 +
|-
 +
|UI_USERNAME  || Free text field. The cumulus username for the contact. This is only to be used when creating a contact against an account. '''MANDATORY'''
 +
|-
 +
|UI_PASSWORD || Free text field. Enter the language using the list of languages in Cumulus as a reference. This field is case sensitive. '''OPTIONAL'''
 +
|-
 +
|IPND_DIRECTORY_LIST_ENTRY || Free text field. This is only used when creating a contact against a service. For the IPND contacts only. Choose from the following options:
 +
LE = Listed Entry
 +
UL = Unlisted Entry
 +
SA = Suppressed Address
 +
 
 +
This field is case sensitive.'''OPTIONAL'''
 +
|-
 +
|IPND_ALTERNATIVE_ADDRESS  || Boolean field denoting if this contact is an alternative IPND contact.
 +
* 1 = True
 +
* 0 = False
  
−
= Report =
+
'''OPTIONAL'''  
−
The '''Contact Import report''' can be used to review what has been imported. In addition, this report was designed in a way that it can be used to populate a data file if you plan to follow up the contact import with a [[Data_Import/Contact_Addresses |contact address import]]. This report is located under the '''Reports > List > Account'''.
+
|-
 +
|ACCOUNT_LINK_AS  || This field defines what role the contact will play on the account. Choose from the following options:
 +
* Primary
 +
* Billing
  
−
= Data Definition =
+
This field is case sensitive.'''OPTIONAL'''
 +
|-
 +
|}

Revision as of 11:06, 1 September 2016

Overview

The contact import gives users the ability for a user to import contacts against either an account or a service. While this is a standalone tool, this import was designed to be used together with the contact address importer to import a complete contact + address data set.

The system utilises the Bulk upload processing notification event to send a notification with the results of the bulk approval attempt. You must set up this event and enable it before you use this tool.

If the bulk import is successful, the email notification will advise you when the process is complete.
If the bulk approval is not successful, the email notification will send details of the records that failed to be approved and why.

Preparing your Data

To import contacts, you will need to create a CSV data file or you can download the data file below.

media:contact_import.csv

Enter the data into the import sheet. Leave no rows blank. You must ensure the data meets all validation requirements contained in the data definition table below. When you submit the data file for import, the system will parse the file looking for errors. If the system finds no errors, the system will import the notes into the system. The file needs to be error-free in order to import the data. In the event errors are found, no data will be imported into Emersion. Review the bulk upload processing notification email, correct the file and try again.

Importing your Data

To access the note import tool:

  1. Log into Cumulus.
  2. Nav: Admin > Bulk Import > Contact Import
  3. Click the Browse button and select the csv file containing the data you want to import.
  4. If you want the bulk upload processing notification email to be sent to a different email address than the address defined in the event template, tick the Override? checkbox and enter an alternative email address. This will only apply for this upload. To change the email address for all future imports, you will need to change the recipient defined in the event template.
  5. Press Submit

The system will validate the data and if no errors are found, the system will import the data. When the notification email is received, the process has been completed.

The system can parse for invalid data but it cannot check for data accuracy. Therefore it is strongly recommended that you check a few random records to ensure that the import was a success. If you find an problem, you cannot roll back the import.

Report

The Contact Import report can be used to review the imported data. In addition, this report was designed in a way that it can be used to populate a data file if you plan to follow up the contact import with a contact address import. This report is located under the Reports > List > Account.

You have two options should this occur:

  • Manually correct the data.
  • Request Emersion fix the errors for you. This can be submitted via work order ticket. Please include a note import file with the records that need to be corrected. Do not include details of any records that do not need correcting.

Access Controls

Users will need the Bulk import - contact addresses power to be enabled before they can access the tool.

Contact Data Definition

This section contains a list of the required fields and a definition of what the system considers as valid data. The a comprehensive data definition for accounts is located here. The definition table below will not repeat this information and includes supplemental information specific to the contact importer.

Contact Data Definition table
Data field Description
MODEL_TYPE_ID Free text field. Defines what type of contact you are importing. The valid entries are listed below and are case sensitive:
  • Account
  • Service

MANDATORY

MODEL_ID Integer. The account ID or Service ID dependant on the value provided in MODEL_TYPE. MANDATORY
CONTACT_TYPE Free text field. This field refers to the list of contact sub types as referred to in Cumulus. The valid entries are listed below and are case sensitive. You may also have additional contact types (sub types) that have been created specifically for you, or are specific to a service type you are using. Refer to the cumulus user interface for a complete list available to you. OPTIONAL
  • Support Contact
  • Onsite Contact
  • Technical Contact
  • Power of Attorney
  • Third Party
  • Customer Service Provider
  • Authorised Contact
  • Site Contact
  • Provisioning Contact
UPLOAD_SOURCE Free text field. OPTIONAL
UPLOAD_SOURCE_REF Free text field. OPTIONAL
SALUTATION Free text field. OPTIONAL
FIRST_NAME Free text field. MANDATORY
LAST_NAME Free text field. MANDATORY
SUFFIX Free text field. OPTIONAL
JOB_TITLE Free text field. OPTIONAL
PRIMARY_PHONE Integer. MANDATORY
FAX Integer. OPTIONAL
MOBILE Integer. OPTIONAL
SECONDARY_PHONE Integer. OPTIONAL
PRIMARY_EMAIL Free text field. MANDATORY
GENDER Free text field. Choose from the following options
  • Not stated / Inadequately described
  • Male
  • Female

This field is case sensitive. OPTIONAL

DOB Date of birth. Date format = DD/MM/YYYY. MANDATORY
DRIVERS_LICENSE Free text field. OPTIONAL
LANGUAGE Enter the language using the list of languages in Cumulus as a reference. This field is case sensitive. Free text. OPTIONAL
TIME_ZONE Enter the language using the list of languages in Cumulus as a reference. E.g. (GMT+10:00) Canberra, Melbourne, Sydney
This field is case sensitive. Free text. OPTIONAL
PHONE_PASSWORD Free text field. MANDATORY
DO_NOT_CALL_FLAG Boolean field. The Contact's preference for whether they wish to be phoned or not for marketing purposes.
  • 1 = True
  • 0 = False

OPTIONAL

DO_NOT_EMAIL_FLAG Boolean field. The Contact's preference for whether they wish to be emailed or not for marketing purposes.
  • 1 = True
  • 0 = False

OPTIONAL

UI_USERNAME Free text field. The cumulus username for the contact. This is only to be used when creating a contact against an account. MANDATORY
UI_PASSWORD Free text field. Enter the language using the list of languages in Cumulus as a reference. This field is case sensitive. OPTIONAL
IPND_DIRECTORY_LIST_ENTRY Free text field. This is only used when creating a contact against a service. For the IPND contacts only. Choose from the following options:

LE = Listed Entry UL = Unlisted Entry SA = Suppressed Address

This field is case sensitive.OPTIONAL

IPND_ALTERNATIVE_ADDRESS Boolean field denoting if this contact is an alternative IPND contact.
  • 1 = True
  • 0 = False

OPTIONAL

ACCOUNT_LINK_AS This field defines what role the contact will play on the account. Choose from the following options:
  • Primary
  • Billing

This field is case sensitive.OPTIONAL

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