Data Imports: Contacts

! Only administrators may import data through the data import feature.

! The contact import can only be used to add contacts to the system and cannot be used to edit contacts details.

The contacts import can be used to import a list of contacts.

Example: if a customer has multiple department heads, or if for a supplier has different points of contact, several contacts may need to be added. Flowlens will provide a template which, if followed, will ensure the information is added to the system.

! We recommend that the configurable settings in your Flowlens are completed prior to any import as there will be fields applicable for the import. Flowlens will ensure that it does not need to be manually updated per individual contact after the initial import.

Data imports can be found within the settings of your Flowlens, under the first box for ‘Flowlens Setup’.

Data imports link, Settings menu (highlighted)

On selecting the data imports option, users will be given a pop-up window and asked to select the import that you will be doing, in this case select ‘Contacts’.

Import type drop-down

Once an option is selected, the user will then be given two options:

  • Contacts Template - This will download a zip file for the user, which contains two files - a CSV for the data import and a .txt file.
  • I’ve Used This Template - To be used if the user already has a clean template, perhaps from a previous import.
Downloaded import zip file

Instructions.txt contains informations on the data that should be added.

Instructions.txt example

The column headings, their naming and order must remain identical to the downloaded template, otherwise the import will fail.

Once the import file has be completed by the user, they need to save this file as a CSV.

On the Flowlens application, users are given an option to ‘Choose File’. Select the CSV import file.

'Choose file' button

Once the CSV import file has been added to the pop up window, the user will be given the option to add the contacts against a single company, if this is needed.

Finally, the user will be asked to confirm that they are happy to proceed with the template, after reading the following statement:

"By proceeding with this Data Import, you are confirming that the Data is correct, and you acknowledge that importing this Data will create/update the information already present in Flowlens. Once the Data is imported, the import cannot be rolled back."

Once users select ‘Import Data’, there will be a confirmation message that the import has been scheduled. The system will then begin to import the data.

If the import is:

Import Complete - The user will receive an email from Flowlens to confirm the number of contacts that have been imported.

Import Failed - The user will receive an email from Flowlens to state the import was cancelled and that the file will need to be reviewed.

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