You can import a list of contractors and/or leads to ELMA. To do so, you have to fill out an Excel template for importing. You can download the template at the first step of the import.
Note, that when you create a list of contractors and/or leads, you can add contact information to the template file. The contacts will be imported to ELMA to the Contacts section and associated with the respective contractors and/or leads.
To start importing, click Import from Excel in the toolbar of the Contractors or Leads section. This button is available only for those users, who have access permissions to import a list of objects. These permissions are assigned by the system administrator in Administration – CRM – Access Settings – Import contractors, contacts, leads.
Fig. 1. Import from Excel button
On the opened page (fig. 3):
download the required template file, by clicking on its name at the bottom of the page;
in the File to Import, upload the template file you filled out;
Select the required step with the Next Step and Previous Step buttons in the page toolbar or with the step buttons (fig. 2). The selected button is highlighted yellow.
Fig. 2. Step buttons
Step 1.:
File to Import – attach a file to import. This field is required.
Contractor Type – select one of the contractor types to import: Company, Individual, Lead.
Key Field – the field, that defines uniqueness of a table row. The data, imported in an Excel file, and the ones in ELMA are compared by the selected field. For example, the contractor's tax payer number is the key field. In this case, the contractors in the file and in ELMA with the same TPN and different names will be considered the same contractor. Depending on the Replace existing contractors setting below, the existing contractors may be replaced with the imported ones.
Options:
Replace existing contractors
Yes – if a match is found, the imported contractor replaces the existing one.
No – if a match is found, the existing contractor in ELMA remains unchanged.
Add missing values to the objects
Yes – if the import file contains values that are missing from the respective objects in ELMA, they will be automatically added to these objects. For example, you add a company and specify JSC in the Type of Business Organization field, and it is not found by the system in the Type of Business Organization object. The system will show the following notification: "Row 5. the "JSC" type of business organization is not found and will be added."
No – if the import file contains values that are missing from the respective objects in ELMA, these values will not be automatically added to these objects.
View first 100 items only:
Yes – display only 100 items in the preview of the imported data on the Import page (fig. 4).
No – the number of items in the preview is unlimited.
An example of the Select File page is shown in fig. 3.
Fig. 3. Select File page
Below the fields are information units - File Format and Special Features, which provide recommendation on filling out the Excel file.
Step 2. If the import is successful, the Import page will open (fig. 4), which contains all the data, imported from the Excel file.
Fig. 4. Import page
The Import Log unit displays notifications about discrepancies between imported data and ELMA data, as well as warnings and error messages. Each notification states a row number form the Excel file, where a discrepancy or an error was found.
The Customers (Company/Individual/Lead) unit displays the import results.
To save the changes, click Save. The contractors, contact and/or leads will be imported from the Excel file to the respective sections of ELMA. After saving the changes, the Contractors page will open.
If the import file template is filled out incorrectly or the required fields are not filled in, then the Import page (fig. 5) will display the respective message in the Import Log unit.
Fig. 5. Import page with error notifications
You will not be able to save the imported data and the Customers (Company/Individual/Lead) unit will not be displayed.
To successfully import data, go back to the Select File step, edit the template, and repeat the procedure.
