Note:
The
first two rows of the table are reserved for column headings and
meta names, so begin your data on row three of the table.
For example:
Warning: The maximum number of records that can be imported is 50,000 in a single import. If you need to upload more than 50,000 records, break the list of records into records sets of no more than 50,000 (fewer for improved performance).
Note: The system also supports batch product management (e.g., for adding products and adding and updating product pricing) using the Import functionality. See Batch Product Management for details.
To import approvers, company address books, cost centers, data lists, spending accounts, , string overrides, or users
1. Go to Administration > Export / Import.
2. Open the Import tab.
STEP 1: DOWNLOAD THE CORRECT TEMPLATE FOR THE DATA TYPE YOU ARE IMPORTING:
1. In the Import section, select the category of data you want to import from the pull-down list:
● Approver Configuration
● Company Address Book
● Cost Centers
● Manage Data Lists
● Products-Add or Update
Note: For details on adding products in bulk by importing, see Batch Product Management.
● Products-Pricing
Note: For details on adding or updating pricing in bulk by importing, see Batch Product Management.
● Spending Accounts
● Strings Overrides
● Users
Tip:
The Download Template link will
provide an example of the fields available for the category; however,
there is no sample data that suggests how your system is currently configured
except for the Users template (e.g., company name, Print Shop
name, required fields, etc.). Therefore, for best results follow these
steps to format your data for upload:
(1) In MarketDirect StoreFront,
manually enter at least one record for the category of data you want to
export/import so you will have a sample of the Print Shop
name, company name, etc. that you will be required to enter in the template
and to determine what fields will be required.
(2) Follow Step 2 and following below to export the manually-created file
for the category of data you want to import.
Note: You will then have an accurate
template tailored to your systeem configuration to use for importing your
data in that category.
2. Click Download Template and save the file.
3. Open the downloaded template file in an application that can read .csv files (e.g., a text editor such as Notepad) and enter or import data in the proper format.
Note: Because some CSV files saved from Microsoft Excel have problems importing, it is recommended that all CSV files be opened and saved from Notepad before importing.
STEP 2: UPLOAD THE DATA YOU ARE IMPORTING:
1. Type your data into the template then save the file with a new descriptive name.
Warning: All required fields must have data; the company name and Print Shop name must match actual company names and Print Shop names in the system. For more information on required user profile fields, see User Profile Fields.
Warning:
When importing a Company
Address Book or Users, the country code must conform to the two-letter
ISO standard for country codes. Click here for a table
of valid ISO country codes.
Each address entry in the Company Address Book template you are importing
must have a unique email address. Do not leave this field blank. Each
address entry in the Company Address Book template you are importing must
have a unique email address. Do not leave this field blank. For instance,
if all the entries in the address book share an email address, only one
record will be imported/updated.
Warning: When importing a list of Approvers (Approver Configuration), make sure that all approved users on the import list are active and valid to prevent an import error.
Note: |
The
first two rows of the table are reserved for column headings and
meta names, so begin your data on row three of the table. |
2. Click Browse..., select the CSV file you have created, then click Open.
3. Select the text format from the Type pull-down list: Unicode (UTF-8) or Unicode and the Field Delimiter (e.g., , for CSV files).
Note: Leave in the default Unicode (UTF-8) format unless you have a definite reason for changing it.
4. Depending on the type of data you are importing, you will need to further define where your imported data lands in the system:
a. Company Address Book: Select the company you want to import addresses to from the pull-down list that displays for importing company address books.
b. Cost Centers: Select the company you want to import cost centers to from the pull-down list. If you want to import the cost center without requiring cost center contact information, leave the Require Contact Information box unchecked.
Note: Checking this box will enforce all required user profile fields (defined on the Site Settings | User Profile Fields tab).
c. Data Lists: Select the data lists you want to import from the pull-down list that displays for importing data lists.
d. Products-Add or Update: Select the products that you want to add or update from the pull-down list that displays for importing products.
e. Products-Pricing: Select the product price list you want to import from the pull-down list that displays for importing product price lists.
f. Users:
● Group: Select the group you want to import users to from the pull-down list for importing users.
Important
Note on Importing Users to Groups: When you use the functionality
on this page to import users for the first time and assign them to a group,
those users will remain members of that group even if you later import
changed information for those users (i.e., in that case the user data
will be updated - i.e., overridden - but the user will remain in the group
to which s/he was first imported). Selecting the Override
Duplicates will only update information for the user but will not change the user's group, meaning
that the user will remain in the group to which s/he was initially imported.
Thus, the import users functionality cannot be used to override group
affiliation (i.e., change the group to which a user belongs).
Example: You import 100 new users
and specify the group to import them to as "Registered Users."
Those 100 users will belong to the "Registered Users" group.
If you later import a list of 50 users (25 of whom were already imported
in the initial import of 100 users to the "Registered Users"
group) and specify the group to import them to as "Administrators"
and select Override Duplicates,
the data (e.g., address, name, phone number, etc.) for the 25 existing
users will be updated (i.e., overridden with the new data in the import
file) but they will remain in the "Registered Users" group and
not be moved into or added to
the "Administrators" group. The 25 new users imported will belong
to the "Administrators" group. If
you want to change a user's/users' group affiliation, you must do so on
the Manage Groups page. For more information on adding users to groups
see Manage
Groups.
Important Note on Importing Users to Groups: When the VAT taxation model is enabled, you should import no more than 200 users at a time (to avoid a connection time-out error). If you need to import more than 200 users, split the import file into multiple files (each with no more than 200 users) and then import them one file at a time. For more information on the VAT taxation model, see VAT Taxation Model.
Important
notes on passwords and security questions for imported users:
Passwords and new
users:
When importing a new user, a password must be present in the import file.
A new user cannot be imported
without a password being present.
Passwords and existing
users: When importing an existing user, if a password is present
in the import file, the password for the user is updated. If a password
is not present the password for the user stays the same.
Security questions/answers
and new users: When importing a new user, if both the security
question and the security answer are present in the import file, they
are saved as part of the user profile. If only one of the two fields is
present or neither of the fields is present, both fields are left blank
in the user profile.
Security questions/ answers and existing
users: When importing an existing user, if both the security question
and the security answer are present in the import file, they are both
updated for that user. If only one of the two fields or neither of the
fields is present, the security question and the security answer for the
user are not changed.
NOTE If the security answer is
left blank, the user’s password cannot be recovered using Forgot My
Password.
● Override Duplicates: This will cause any existing records to be overwritten with the new duplicate records.
● Enforce Password Policy: Check this box to validate the passwords on the template against a password policy set for the company the user is being imported to. Note: If the company has no password policy defined, leave this box unchecked (i.e., it will have no effect).
● Update existing users with Print Shop in file? Check this box to override the Print Shop that imported users are associated with (if they are already associated with a Print Shop in the system) and use the Print Shop specified on the import template. (Leaving this box unchecked will disregard the Print Shop specified in the imported template and associate the user with the Print Shop if he/she is already associated with a Print Shop in the system.)
● Update existing users with Company in file? Check this box to override the company users are associated with (if they are already associated with a company in the system) and use the company specified in the import template. (Leaving this box unchecked will disregard the company specified in the imported template and associate the user with the company if he/she is already associated with a company in the system.)
Note: Regardless how the two boxes imtely above are set, a Print Shop or company must be present and valid because both are required (i.e., each user must be associated with a company and Print Shop) or the import will fail). Do not leave these fields blank on the import template.
Note: Make sure that the value you enter in the department field on the upload template for importing users is valid or leave it blank; otherwise, the import will fail.
5. Check the box Override Duplicates to cause any existing records to be overwritten with the new duplicate records.
6. Click Import Template.
Note: Records without valid Print Shop, company, and department names will not be imported. There are several rules that govern whether records will or will not be imported or updated in the system. These rules are based on the user name (login ID) and the permissions associated with it (in the user profile).
Note: |
Rules for Importing Records A record will be imported if ● the username does not match any of the reserved accounts (this safeguards sensitive accounts such as Administrator, Operator, etc.), and ● the company name in the CSV record is an account the importer has access to, and ● the Print Shop name in the CSV record is a location the importer has access to. Rules for Updating Records An existing record will be updated if the conditions listed in the Rules for Importing Records listed above are true and ● the username in the CSV matches an email in the list of users in the system and ● the existing company for the record in the database is an account the importer has access to (which is to prevent the reassignment of a user to an account that is not supposed to be known by the importer) and ● the existing Print Shop for the record in the database is a Print Shop the importer has access to (which is to prevent the reassignment of a user to a Print Shop that is not supposed to be known by the importer). When a record is updated, the following fields in the database are not changed: Password, SecretQuestion, SecretAnswer. This prevents users from not being able to login. |
7. Verify the outcome of the import. The Records Updated, Records Imported, and Unprocessed Records fields display the number of records in each state. If there is an error processing the records, an Error File link will display.
Note: Each record that cannot be added or updated to the system database will be output to an error file marked with a reserved delimiter such as ]]]]]]]]]]ERROR. Click the Error Link to open the file, which will indicate why the record was not processed. You can make necessary changes to the error file then reprocess it. You do not have to delete the ]]]]]]]]]]ERROR for each record.