Data Import/Contacts
Contents
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.
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 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.
| 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:
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. Valid entries are available from a report in Cumulus. You can find this report under Reports > List > Reference. The report name is Account and Contact Type Reference Data OPTIONAL |
| UPLOAD_SOURCE | Free text field. OPTIONAL |
| UPLOAD_SOURCE_REF | Free text field. OPTIONAL |
| SALUTATION | Free text field. Valid entries are available from a report in Cumulus. You can find this report under Reports > List > Reference. The report name is Contact Reference Data OPTIONAL |
| FIRST_NAME | Free text field. MANDATORY |
| LAST_NAME | Free text field. MANDATORY |
| SUFFIX | Free text field. Valid entries are available from a report in Cumulus. You can find this report under Reports > List > Reference. The report name is Contact Reference Data OPTIONAL |
| JOB_TITLE | Free text field. Valid entries are available from a report in Cumulus. You can find this report under Reports > List > Reference. The report name is Contact Reference Data 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. Valid entries are available from a report in Cumulus. You can find this report under Reports > List > Reference. The report name is Contact Reference Data 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 | Free text field. Enter the timezone using the list of time zones in Cumulus as a reference. E.g. (GMT+10:00) Canberra, Melbourne, Sydney This field is case sensitive. 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.
OPTIONAL |
| DO_NOT_EMAIL_FLAG | Boolean field. The Contact's preference for whether they wish to be emailed or not for marketing purposes.
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.
OPTIONAL |
| ACCOUNT_LINK_AS | This field defines what role the contact will play on the account. Choose from the following options:
This field is case sensitive.OPTIONAL |
