Import SIF/Import From File

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Import SIF is designed to bring specifications from catalog systems such as CAPtm and Gizatm  into any Design Manager Project or Order. See SIF Import Module (optional) for more information.

 

 

Import from File allows you to bring your Contacts or Stock Inventory into your Design Manager at any time. You can select to import Clients, Miscellaneous Contacts, Ship To's, Stock Inventory, and Vendors. A CSV or Excel format is needed to Import. Most popular contact programs, including Microsoft Outlook™ will have the ability to Export your contacts to a CSV or Excel file.

 

*NOTE: Be SURE to separate your contacts into Groups.  Example: Clients should be in one  file, while Vendors are in a separate, second file. Each to be Imported separately, one at a time.

 

 

Import Data [Time] Window - The Time Entry Import window allows a user to import a file from another program or a mobile phone app in order to create Time Entries in Design Manager. The import will accept the following file types: xlsx, csv, txt, or ics. Click here for more information on this import process.

 

 

***View a Video Tutorial on how to do a Client Contact file Import here. For how to Import your Vendor contacts and Inventory Stock Items watch the video here.***

 

 

Once you have your file, Select File - Import - Import from File.

 

file-import menu

 

Choose the Type of Import to be completed at this time

 

import - type

For further help on Importing a Contact (Clients, Ship To's, Vendors) continue below.  For Inventory Stock Item Imports, continue here.

 

When you complete an import, if you wish to Import another Type of Import, you will need to start the process over again with your next CSV Source File.

*It is BEST NOT to Import the same contacts or inventory items again, as the system will create DUPLICATE records. If you need to ADD to the Type of Import you did last, it is BEST to remove the Contacts or Stock Items already Imported from the file used to import. If you do not remove them, they will be duplicated in the Address Book or Stock Glossary in Design Manager; however, you WILL be able to Delete them on the Commit Imported Records preview, or from the Address Book, or Stock Items Glossary once the Import is completed.

 

*NOTE: To block a user from being able to import a file, be sure to lock the following password attribute.

password - import csv

See Security and the Company Information Users & Security Tab for more information on setting restrictions.

 

 

 

 

 

Contact Importing:

 

 

After choosing a Contact type of Import, Choose OK.

 

Browse your Company or Network to find the already saved  file to Import. Once it is found, choose it and select OK.

 

The following Import Data window will appear:

 

import data

 

Here you will need to Link the file fields (Source Fields) you are importing to the Fields in Design Manager (DM Destination Fields).

On the Left is your Imported Source File (this may not be the same as the examples shown above, as it uses the column from your file), to the right are the Fields you can Link to in Design Manager.

 

Click on the Source Field and then Choose a Destination Field to Link it to.  Then Choose the Link >> button.

Continue to Link each Source Field to a Destination Field until all are complete.

When a Bullet appears to the left of the Source field, you will know that you have Linked that field.

 

On the right panel (DM Destination) you will also see the Bullet for the DM Destination Fields that are Linked, along with >> to show what Source Field is Linked specifically. In the highlighted Example above, you will see that the Notes, from the Source Fields is Linked to Notes on the DM Destination Fields.

 

To Remove a Link, highlight it on the DM Destination Field Panel and Choose the << Remove button.

 

*Tips: If you have a Company or Name Source, you will want to Link it to multiple fields on the Destination side.  Company/Name should most likely be Linked with the Code, Name, and Sort Name destination fields.

*Address - If you have more than one Address Line, Link each one separately with their corresponding Address Lines on the Destination panel.  Do NOT use the Full Address field if you are linking each one separately.  If you have the entire Address under one Address Line in the Source panel, then you will ONLY use the Full Address field on the Destination panel.

 

 

Import First Row/Record: Choose this if your file does not have title headers for the columns. If the first line of the file is a Contact, then you will want to select this option.

 

When you are finished Linking all the fields Choose OK to proceed.

 

A Commit Imported Records window will appear.  This is a preview of how the information will look in your Address Book when the Import is complete.

import commit records_preview

 

If there are any records you wish to delete and not Import in, highlight them and choose the Remove remove button. Choose Yes to confirm that you wish to remove the chosen record.

import - remove record confirm

 

Once you have finished reviewing the Import, Choose OK to complete the Import. If you have decided NOT to Import the file, Choose Cancel.

 

Choosing OK will display a Warning Message, asking you to Commit to Importing these Records into the Address Book.

 

import - commit record confirm

 

Choose YES if you wish to Proceed with the Import; No, to Cancel.

 

If you Choose YES, and the Import is successful the following window will appear.

 

import successful

 

Choose OK to close the window.

 

You will now see your Contacts listed in the Address Book.

 

address book _clients_after import

 

 

 

Stock Inventory Importing:

 

If the import type chosen is Stock Inventory, the following window will appear:

 

import data-stock inventory

 

Here you will need to Link the file fields (Source Fields) you are importing to the Fields in Design Manager (DM Destination Fields).

On the left is your Imported Source File (this may not be the same as the examples shown above, as it uses the column from your file), to the right are the Fields you can Link to in Design Manager.

 

Click on the Source Field and then Choose a Destination Field to Link it to.  Then Choose the Link >> button.

Continue to Link each Source Field to a Destination Field until all are complete.

When a Bullet appears to the left of the Source field, you will know that you have Linked that field.

 

On the right panel (DM Destination) you will also see the Bullet for the DM Destination Fields that are Linked, along with >> to show what Source Field is Linked specifically. In the highlighted Example above, you will see that the Notes, from the Source Fields is Linked to Notes on the DM Destination Fields.

 

To Remove a Link, highlight it on the DM Destination Field Panel and Choose the << Remove button.

 

*Important Tips Before Importing:

1.If the Stock Import includes a Vendor (code or name), the Vendor contact list should be imported first using the vendor import (see Contact Import above). Codes or names in the import file must match codes or names in DM exactly.  You can map a vendor code, name, or both and the system will try to look up first by code then by a matching name, if neither are found in the DM Vendor Glossary, then the vendor is ignored and left blank.
2.If the Stock Import file includes Sales Categories, you MUST add them into DM first, make sure either the codes or the names match the import file exactly (see Sales Categories for more information).  The import system will try to look up first by code then by a matching name, if neither are found in the DM Sales Category Glossary then the Sales Category from the Stock import file is ignored and left blank.  This could cause an issue if you have the system default set to require a Sales Category. You will want to turn off this option if you are not importing Sales Categories with your Stock file.
3.Numeric stock numbers between 1 and 9999999 are not valid to avoid interference with bar codes numbers.  When the import encounters one, it appends the word "STOCK" to the front of the number (i.e. 1234 becomes STOCK1234). As with the other imports, spaces and special characters will be removed. If a duplicate stock number is encountered a numeric counter is placed on the end  (i.e. CHAIR, CHAIR01, CHAIR02). ***If you do NOT import a Stock #, the system will create a stock number using the Item Description and append a number to it if it would duplicate from another Stock number.
4.If the Total Actual Cost is not mapped or is zero and there is a non-zero on-hand quantity, then the estimated PO Cost is used to set the initial actual cost of the item.  A single inventory adjustment is made automatically to set the on-hand, paid for (same as on-hand), and cost.
5.The image URL must be a valid URL to an image with a supported format (i.e. jpg, tif, png, bmp, etc.).  This must follow standard URL format, like websites (i.e. https://website.com/chair.jpg) The system must be able to resolve the path to the image in order to load it.  If an image cannot be loaded it is ignored.  It would be advisable to create a small test sample file with a couple of items with URLs to test the import and make sure the images will load before doing a large import with many images.

 

Import First Row/Record: Choose this if your file does not have title headers for the columns. If the first line of the file is a Contact, then you will want to select this option.

 

When you are finished Linking all the fields Choose OK to proceed.

 

A Commit Imported Records window will appear.  This is a preview of how the information will look in your Address Book when the Import is complete.

 

commit import record window - stock 

If there are any records you wish to delete and not Import in, highlight them and choose the Remove remove button. Choose Yes to confirm that you wish to remove the chosen record.

import - remove record confirm

 

Once you have finished reviewing the Import, Choose OK to complete the Import. If you have decided NOT to Import the file, Choose Cancel.

 

Choosing OK will display a Warning Message, asking you to Commit to Importing these Records into the Address Book.

commit import warning

 

Choose YES if you wish to Proceed with the Import; No, to Cancel.

 

If you Choose YES, and the Import is successful the following window will appear.

import successful window

 

Choose OK to close the window.

 

 

You will now see your Stock Items listed in the Inventory Stock Item Glossary.

inventory stock glossary after import