Contacts Import

Capability

The Contact Import allows Users to Import records into the Workers / Contacts Grid.

Matches On

The Contact first attempts to match the Customer Number then the Email Address. If there is no match, the record from the Import will INSERT. If there is a match, the remaining fields can UPDATE.

The Import process can be optionally set with Conditional Logic to match on the First Name and Last Name fields with the flag CONTACTS_CHECK_NAMES. See the Conditional Logic section for more information. First Name and Last Names, ONLY IF FLAGS.CONTACTS_CHECK_NAMES is True. If a match is found, that Contact can UPDATE.

Fields

First Name Required Datatype is String. Cannot UPDATE if the CONTACTS_CHECK_NAMES is True in the Conditional Logic . If no First Name is found, the Import File will INSERT the First Name. Last Name Required Datatype is String. Cannot UPDATE if the CONTACTS_CHECK_NAMES is True in the Conditional Logic . If no Last Name is found, the Import File will INSERT the Last Name. Directory Required Datatype is Boolean. Defaults to Yes 1. Permitted Values are 1, Yes, True, and Active sets the Directory to Yes. All other values enter as False 0. Contact Type Required Datatype is String. Permitted values are from the CUSTOMER_TYPE List Values : User, Coordinator, Guest, Service Rep, Vendor, VIP, and Worker. Any values added by a User to the CUSTOMER_TYPE list can also be used. The Contact Type can be provided as an array in the Conditional Logic to allow assigning multiple values. These values can be hardcoded into the Conditional Logic, or they can come from multiple fields in the input file. If any Contact Type value is provided, it always replaces any existing value. If the Contact Type is Coordinator, the following fields are available. Billing Group _Required_ Datatype is String. Allow Coordinator Bill Email Datatype is Boolean. Default value is False. If the Contact Type is Customer, the following fields are available. Customer Number _Required_ Datatype is String. Cannot UPDATE existing records. If no match is found, the Import File will INSERT the Customer Number. Billing Group Required Datatype is String. Title Datatype is String. Permitted values are Staff, Faculty, Director, Secretary, and any other value from the Title List Values. Dept. Hierarchy Datatype is String. Permitted values must be the full Dept. Hierarchy Path and Code values not the Department Hierarchy Name field. If the Contact Type is User, the following fields are available. Approval GLA Datatype is String. GLA values append to the list of existing GLA Approvals . Each GLA value must be on a separate line of Import File. "NONE" removes all GLA entries from the Approval GLAs. Permitted values are NONE or any valid GLA. Minimum Amount Datatype is String. Maximum Amount Datatype is String. Default GLA Datatype is String. Default SLA Datatype is String. Default Incident SLA Datatype is String. Street Address Datatype is String. If any Address field holds a value, all except for the Address2 field becomes Required. Address2 Datatype is String. City Datatype is String. State Datatype is String. Permitted values must be the 2 letter, all caps abbreviation (MI) or the full state name with an uppercase first letter (Michigan). All other values are ignored. Zip Code Datatype is String. Address Type Datatype is String. Blank values are NOT allowed. Permitted values are from the ADDRESS_TYPE List Values : Billing, Warehouse, or Office. Any values added by a User to the ADDRESS_TYPE list can also be used. Values not in the List are not added. Email Datatype is String. Cannot UPDATE if the value exists. Otherwise the Email will INSERT. Permitted GLA Datatype is String. Permitted Values are NONE, ALL, or any valid GLA. NONE removes all entries in the list and add the Permit None record. ALL removes all entries in the list and allow any GLA to be used. Values append to existing the list of GLA Permissions. Adding any valid GLA to the list removes the Permit None record. To add multiple Permitted GLAs, each must be on a separate line of the Import File. Phone Datatype is String. Multiple Primary Phone Numbers cause an error. Status Datatype is String. Default value is Active unless the CONTACTS_INSERT_INACTIVE flag is set to True. Permitted values are Active and Inactive.

Flags / Conditional Logic

UPDATE_CONTACT_EMAIL:
Default Value is True.

...

• True: If set to True, new Contacts attempts to INSERT with an Inactive Status.
• False: If set to False, the new Contact attempts to INSERT with an Active Status.

Errors

There are a large number of possible errors for Imports. There are two types: errors that prevent the record from importing, and those that don't but cannot update related Import record information.

...

• Error adding email
• Error adding phone number
• Error : Failed to save Address record <database error Message>
• Error : Failed to Add Contact Address record; <database error Message>
• Error : Failed to Save null GLARestrict record; <database error Message>
• Error : Failed to Save GLA Restrict record; <database error Message>
• Error : Failed to Save GLA Approval record; <database error Message>
• Error : Failed to Save Contact Type record; <database error Message>

Notes

The Import first checks if the Contact information you are providing matches an existing record. For each of the following fields, it tries to find an existing match if you provide a non-empty value. It stops searching when it finds a match.

• Customer Number
• Email address
• First Name and Last Names ONLY IF FLAGS.CONTACTS_CHECK_NAMES is True. If a match is found, the Import will UPDATE that Contact.

UDF Associations

User Defined Fields on any given Import are all handled the same way with Conditional Logic. For more information about adding a UDF to the Import, see the User Defined Fields section of the Imports main page.