Video Transcription

Hello and welcome to another edition of Tech Tuesday, presented to you by Delta Media Group where we are ever beckoning the warriors to come out and play.

So, today we're going to go over customer import. We've been adding a lot of different ways that we can automate customer imports so if you need to get your customers and contacts into the DeltaNet from another system you can just turn on a sync and let it do all the work for you. Google Sync we already have in place like that, so if have your Google contacts you won't need to worry too much about this video 'cause you can just hit a button and have them connect back and forth on their own. We're working on some additional syncs from other popular or ... Well, I guess popular systems that will make syncing those contacts back and forth easier.

For those of you that have your contacts in a platform that we do not currently have a sync in place for that you can just switch on, you can export your contacts from that third party as a CSV file and then you can import them into the DeltaNet manually. We've just enhanced that feature to make the entire process easier and more reliable, and allow you to do larger files at the same time.

So, let's jump into the DeltaNet and see what it looks like. So, here we are on our welcome page and I'm going to go down to customers and customer center. I have some unprocessed requests, that's good to know. I scroll down here and in the actions widget we have a button for import export customers. So, we're going to click there. We can now determine whether we want to import, delete or export contacts. So, know that from his function you can export all your contacts here once you have them in the system, or even if they just came in through your website and were assigned to you, not imported contacts, this is where you can export those. If you have done any imports that didn't pan out the way you wanted to, maybe you want to remap them and try again or the contacts didn't come over right or you just want to clear the CRM out and try again, you can click on this delete imports, it'll list out all your previous imports and then you can select one and just hit the delete button. I would show you but I don't think this account has any imported contacts. We'll look anyway.

Oh, here we are. So, at some point there were 719 contacts imported into this account and I've since deleted them using this function, and you can see that it kept the record here so that even if you added something and you deleted it later on, you'll still be able to see here a history of that.

Let me go back into the customer center. Import export. There we go. Then lastly we have import contacts. So, this is where you would import from your CSV. So, I will just click here and for anybody that's used this feature before, seen this feature before, it looks very similar and you can see you have some kind of prebuilt import functions. So, ultimately what we're going to do is I'm going to click on choose file and I'm going to find a contact file. Easier said than done. I'm going to check under C for contact. Yeah, contacts. Test. That sounds like the right one. You can see it automatically filled in as an other CSV file. So, when it first comes in the system actually does some processing to figure out what kind of a file that is. So, if it recognizes it as a top producer CSV, one that you've exported from there or a [inaudible 00:06:30] or an Outlook CSV or [inaudible 00:06:32] file, it should automatically fill in the button for the one that you're importing. If it doesn't you just click on the button and tell it to import that one and it'll give you some details about the fields that it'll map automatically.

So, stick with other CSV file this time and we'll just click on upload file. It's going to think about it and then it takes me to this page where I can map all the CSV fields. So, what this means is the column on the left is the field name in the DeltaNet. The column on the right is the field name in your CSV file, and these are just the headings of each of the columns in your CSV file. So, you can see that it automatically picked up some and mapped them because it found something it recognized in your headings column and matched it up to what it thinks it should be here.

So, even when it maps these up automatically, you'll want to go through these and just make sure that they make sense. So, first name, first name, last name, last name. That's great. If any of them are wrong you can just click on them and it'll list out all of the headings, all the column headings in your CSV so you can just go through and choose the one that you really want to map into that field.

Same goes for anything that it doesn't map. So, daytime phone it's saying ignore it because it didn't find anything that it thought matched that. So, we'll click here and here. Day phone. Not sure why it didn't figure out day phone was daytime phone. Wait, day phone, phone, daytime, but in any case you'll have some of that. So, you just go through, click there, match them up, phone cell. So, we'll click on that, cellphone. So, you can see it matched those up. Then down here we have some additional ones that it matched up automatically.

So, like I said you just go through here and match up the ones you want to go in. So, next, again for anybody who's done this before you'll notice that the initial source is now showing up right on this page and groups are showing up on this page. Normally you would map these CSV fields and then move on to step three before you'd see these options, but what we're going to do instead is basically skip over step three.

So, initial source, that'll be available for some people to change. That's not available for everyone. Generally you'll just leave it on default source anyway, and that'll indicate once these are in, that the initial source of these contacts was manually imported. Then [inaudible 00:08:47] our groups, if you want this set of contacts to go into a group automatically you could select your existing groups here. You can also click on new group and create a group here. So, I would just type in the name of my group and then when I decide to process this file it'll create the new group and then add all my contacts to this group.

So, one thing of note here is that you can't import contacts that already exist. So, it won't actually bring the contacts in twice, but what it can do is let's say I import a list of 1,000 contacts and now I decide that I wanted 500 of those contacts to be in group A and the other 500 to be in group B, I can make another file that just consists of my 500 group A contacts and I can import that one again. In this step I would select group A or create group A. Then what it would do is it can't insert those customers again but it can take the existing customers and shift them into that group A group. So, that's kind of a cool feature. It also allows you when you're importing large sets of contacts that are organized, to keep them organized that way.

So, once you have this set up the way you want, you now have the option of saving it to process later or saving it and processing now. Once you're processing it, the system will do that processing in the background so your customers won't come in automatically right that minute but I'll take a little time and then once the system's done processing them, all your contacts will be available in the DeltaNet.

Once you start processing them, you can't do anything else with this import until that's done. So, if you wanted to delete it, you can still do that but you can't do it until processing is finished. Now, what you can also do is I can say save and process later. Now, what this does is actually saves that import so it's ready to process, and I can go in and tell it to process whenever I want. But this is nice if I want to go back and double check my CSV and come back here to make sure that I've mapped the columns the way I want it to, to make sure that I have all the right data in there, and then it's not going to run into any issues.

So, you can see when I scroll down this page. So, there it is. Here's the date that I added it even though it's not actually imported yet. It found 102 customers in this file. I can see right now it's set as not ready and that means it's not going to process on its own. So, if I go over here and click on actions I can set it as ready and then it'll start processing, or I can modify my mapping options or my grouping options in here. So, if I've decided that I don't want to do the import now, just save it, tell it to process later and then go back in here. Again, I could say save and process later if I'm still not ready, or save and process now and it'll process it.

I'll say later for now. Then the other thing you can do is go down here and you look at all of your queued sets of contacts and I'll just say set as ready. Your import was set to ready so there it is. So, now it's processing and has a little status bar there so when it comes up as its turn to process, it'll process it automatically and then all my customers will be in.

This isn't a terribly large file so it shouldn't take very long, but the beauty of this is that any small file like this should happen pretty quickly but because it queues it and goes into this processing step you can upload very, very large files here. So, that's kind of where it saves you some time. I off the top of my head don't know what the file size limit is, but it's thousands and thousands of contacts. It shouldn't have any problem importing. Now that it puts them into this processing queue it goes through there. There you go. You can see it actually started processing and completed.

So, from here I can delete this import. I can also delete it from the other page that I showed you earlier where you go in to add or move contacts and click delete. So, if I go customer center, import export customers, delete imports, you can see that import's now selectable here so I can select that and delete it, or import export customers, import contacts, and you can see it still shows up in my list down here and I can delete it from here as well.

So, there you have it. That is how you can import contacts from CSV. Much easier than it was before. So, as always thanks a lot for joining us this week. This whole process has been simplified, so we hope this works out better for you. We had some limitations on the import before and that should all be gone now. So, thanks a lot for joining me. If you have any questions, concerns, feel free to comment on any of our videos or send an email into support at DeltaGroup.com. Or give us a call and as always, I'll see you next week. Thanks a lot.