Importing User Data

To save time keying in individual user data from lists, you can import it into the database in user groups.


Understanding User Groups 

You can have up to 3 different User Group classifications for users, with each user group allowing a drop down selection of fields, which you set up in User Group Manager. 


Example:


User Group

1 - Account Type

2 - Industry

3 - Team

4 - Campaign

Drop Downs

Major Account 

ID=1

Caravan Parks

ID=4

Sales A

ID=7

Caravan Fire Blanket

ID=10

General Account

ID=2

Housing

ID=5

Sales B

ID=8

Cooker Hoses

ID=11

Prospect 

ID=3

Colleges

ID=6

Sales C

ID=9

College Catalogues

ID=12


Note: The “ID” is generated by the system and used for data imports


So as an example, a customer type could be a prospect from a caravan park who is looked after by Sales B 


Note: There is a 4th hidden group for temporarily storing campaign names, which is greyed out at present, and might be introduced in a future version for automated ring rounds. Ignore it for now.


Importing User Data From A List

To import a user list into the database:


  • Format the list in a spreadsheet with the first row containing at least one of the following column headings, but you will probably want to add contact details and a user group ID for your campaign.


Column Heading

Description

Example

user_email

Contact’s email address

john.smith@7caravans.co.uk

business_name

Company name

Severn Caravans

full_name

Contact’s first and surname

John Smith

street

Address line 1

4 Riverside Way

district

Address line 2

St Peters

town_city

Town or city

Worcester

county

County or State *

Worcestershire

country

Country *

UK

post_code

Postal or zip code

WR9 6BB

tel_no

Telephone number

01905667899

mobile_tel_no

Mobile number

07970238765

fax_no

Fax number

01905667892

user_group_id_1

User Group 1 ID 

3    (Prospect)

user_group_id_2

User Group 2 ID

4    (Caravan Parks)

user_group_id_3

User Group 3 ID

8    (Sales Team B)

membership_code

Account or membership number

304996


* If you are using ecommerce to take orders, check valid entries in Delivery Manager > View Delivery Regions


  • Save the file in .txt tab delimited format

  • It is recommended you take an export of the current user data in Export Manager

  • Import the new data in Import Manager 

  • Check it has imported in User Manager by searching on the first and last entries in your spreadsheet


You now have the user data in the database and can begin your campaign by divvying up the list amongst the sales team, who then add prospect records when they ring out.