Importing contact data into address books

You can import contact data by using a comma-separated (CSV) file. When you import contact data, the system searches for existing contacts using the Primary Key field value. Only one field can be designated as the Primary Key in an address book and this field must be mapped to a source column. If a record with a matching Primary Key value is found, the record is updated.

In FootPrints, you have two options to import Boolean fields:

  • Yes—the check box is selected
  • No—the check box is cleared

However, to import Boolean fields using a CSV file, you must specify the values in the following format:

  • TRUE for Yes value of the field
  • FALSE for No value of the field.

Before you begin, verify that the fields in the address book match the fields in the data to be imported. For detailed information about creating the text file, see Creating address book data files.

For more information about importing users, see Importing users.

Only internal address books allow CSV imports

This option is not available for LDAP- or SQL-enabled address books. It is only for use with FootPrints address books.

To import contacts into an address book

  1. Click the Administration tab.
  2. In the System Management section, click Import.
    The Task Scheduler page appears, showing a list of scheduled tasks and their status. Tasks with a Status of “Completed” were performed successfully; tasks with a Status of “Completed with Errors” failed.
  3. Click New Task and select Import Task > Contacts.
    The Import Contacts page appears, showing the Source Configuration pane.
  4. Complete the fields:
    1. In the File Location field, select the location of the source file.
      Options are Local Directory, Network Server, and Web.
    2. In the Data Encoding field, select the encoding method.
      Options are Server default and UTF-8.
    3. Identify the source file:
      • If you selected Local Directory in the File Location field, in the Upload Source File field, click Browse to select the location of the source file. Click Open. A progress message appears, followed by a confirmation message. Click OK.
      • If you selected Network Server in the File Location field, in the URI for Source File field, enter the URI and click Search Network to verify it. If there is no drive mapped to a location on another server, enter the UNC path as \\<Server Name>\<Location on Server of csv file>\<File name>.
      • If you selected Web in the File Location field, in the URL for Source File field, enter the URL and click Search Web to verify it.
  5. In the left pane, click Data Destination.
    The Data Destination pane appears.
  6. Complete the fields:
    1. In the Import into Address Book field, select the address book where you want to add the contacts.
    2. In the Map to Address Book Item field, select the item in the address book.
  7. In the left pane, click Map Fields.
    The Map Fields pane appears.
  8. Complete the fields:
    1. (Optional) If the data file has a header row, select My data file has a header row.
    2. In the Map Import File Fields section:
      1. (Optional) In the Field Mappings field, select from mappings defined previously.
        If you do not select a mapping, the mapping that you create in the next step is used. Use Selected is the default.
      2. In the Import File Fields column, click the cells to select fields from the source file that match the fields listed in the FootPrints Address Book Fields column.
        Required fields are shown in red and are followed by asterisks.
      3. (Optional) If you want to save this mapping for later use, click Use Selected and select Save New Mapping.
        Once a mapping is saved, it is available for use with other tasks, even if you do not schedule the current task. 
  9. In the left pane, click Schedule Task.
    The Schedule Task pane appears.
  10. Complete the fields:

    1. In the Task Name field, enter a specific name for this task.

    2. (Optional) In the Notes field, enter any useful information about this task.

    3. (Optional) In the Notify by Email field, enter the email addresses of anyone who should be notified when this task runs.
      You can also enter an agent's user name to send notification to the agent's primary email address. Separate multiple user names and email address with semicolons. Notification is sent about import outcome that includes result, task name, date, and the number of records that were rejected, created, updated, and unchanged.

    4. Select whether to run this task immediately or at a specific time, and whether and when to run it again.

      If you do not select any scheduling options, the task will only run manually. For more information, see Scheduling tasks.
  11. Click Schedule Task.
    Your selections are validated by the system. If no errors are found, the Task Scheduler page appears. Status will vary depending on whether the associated files are local or remote and when the task is scheduled to run. Next Run Time is the next or first time a task will be run.

Next step

You may need to configure imported contact records to customize some details. For more information, see Configuring contact items.

Related topics

Viewing task logs

Configuring address books

Importing

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