Importing Contacts
Video Transcript
In this video, I will show you how to import contact records into CleanTelligent.
This is the Contacts Import spreadsheet. If you do not receive this spreadsheet from a CleanTelligent representative, you can also find it in the system if you click the Admin tab, scroll down to the Other section, and click on Import. You can find all import files here, but for this video, you’ll choose Import Contacts, then Sample Import Template to open the spreadsheet.
Let’s go back to the spreadsheet. Every headline that is bold is required for importing. The Client, Client Division, and Position each need to exist in your system before you can import, so make sure you create them and make sure they match up correctly. When you’ve finished filling out the spreadsheet, save it to your computer.
Return to your browser window and the Import page. Click Choose File to select your file and click Upload to begin the import.
This page will auto-populate the matching fields but if they do not, match the names in this field and the template. Click Continue to view the confirmation page with an example of what your data will look like. Click Import Contacts if everything is correct.
You can find your imported contacts under the Contacts tab.
Importing from Start to Finish
Contacts are the employees of your clients. Importing these
contacts are especially useful when you have a larger company that you service
or if you are setting up multiple clients at the same time. If you only have a
couple contacts who need access in CleanTelligent for a single client then it
will be faster to create them in CleanTelligent without importing. For a
refresher on creating a contact view our video Create a Contact Record
Import Template
Download Template File
To find the import template, start by going to the Admin tab, then click Import in the Other section.
In the Import list, click Import Contacts. From the
first import screen, click the Sample Import Template button to download
an Excel file with the proper headings to aid in getting started on your
import.
Template Requirements
In the template file, the column titles that are bold are
required. They are the First Name, Last Name, Client, Client
Division, and Position
Each of the columns hold different information. Below is a
brief description of each:
- First Name – First name of the contact. This field is required
- Last Name - Last name of the contact.
This field is required
- Client – Name of the Client that the
contact is associated with. The Client must exist within CleanTelligent already.
This field is required and case sensitive
- Client Level – The name of the level or
column within the Client Organization Chart where the Client Division will be
found. If this is filled in, the Client Level must contain the Client Division
to be listed in the next column. The Client Level must exist within
CleanTelligent already. This field is case sensitive
- Client Division - The name of the
division within the Client Organization Chart where you want to place this
contact. The Client Division must exist within CleanTelligent already. This
field is required and case sensitive
- Position – The title or position that the
contact has. The Position must exist already within CleanTelligent and be set
up as a contact position. This field is required and is case sensitive.
- Email – The email address of the contact.
While this field is not required for the import, if the contact needs to log in
you will need to fill in this field
- Area Code – The 3 digit area code
- Phone – The remaining phone number after
the 3 digit area code
- Extension – the 3 or 4 digit extension
- Address – The street address and suite
for the contact. Don’t include city state or zip code
- City – The city for the address
- State – The state for the address
- Zip Code – The zip code for the address
- Title – Different from the position, the
title is just for internal identification purposes
- Notes – A brief note about the contact
for internal purposes
When uploading contacts, most people only fill out the required fields and
email addresses to save time. See the example below:
As described in the list above, a few items must exist
already in CleanTelligent before they can be used in the import sheet. They are
the Client, Client Level, Client Division and Position.
Import Process
Once your Excel file is filled and saved to your computer,
it can be imported into your system. Start on the Contacts page and
click Import Contacts just above the search results on the right side of
the page.
You can
also reach this page by clicking Import in the Other section on
the Admin page, then clicking Import Contacts from the Import
options list.
Click the Choose File button and locate the Excel
file you just created. Make sure the check box next to Data has a Header Row is checked. Click Upload in the top right corner.
The drop-down selections will automatically select the
matching columns. Double check that they each match, then click Continue.
If you
get an error message, please read the troubleshooting section of this article.
If there are no errors, your data will be shown to you on
the next screen as an example of how it will look.
If everything looks correct, click Import Contacts to
finalize the process of importing your new contacts.
Troubleshooting
There are times when an import template may have mistakes or
the necessary information isn’t in the system yet. Times like this, you’ll see
an error like the one below.
These error messages will describe in detail what
information is incorrect like Client name, Division/Level, or Positions
that don’t exist, including which rows of your spreadsheet to find the errors
in. When importing, these things must be in CleanTelligent first and must match
exactly both case size and spelling.
When the error comes up, it’s good practice to get a screen
shot or copy the text on the screen so you can keep track of what errors you
need to fix before trying the upload again.
To fix an error, check your Excel spreadsheet first for
spelling or mismatching errors before creating new data in your system. If the
error is caused because an item isn’t in the system, then create it.
After all errors have been fixed, start the upload process
again by starting at the Import Job Template screen. For more help if you
continue to get the error message, please contact Support at 801-874-3443 or
email support@cleantelligent.com.
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