Importing and Exporting Data

The importing and exporting tools enable you to enter the existing lists of Contacts into Produs IT. In this way you can quickly fill the tool with the needed data and start using the service immediately.

The Import section explains how to import the data into the system. It also explains how to prepare the data for the import to go quickly and smoothly.

If a need to export the data out of the system appears later on, you can simply do that using the exporting tool. You can read more about exporting in the Export section.

Importing and exporting tools can always be found at the bottom of page, as shown below.

Importing

Mostly we are importing Leads, but we can also import other data.

As we mentioned in the introduction, for the data import to be easy, we have to prepare the data first. Read here how to export data from programs you have been using until now and in what format they have to be in to be imported.

Format and shape of data to be imported

Produs IT needs a file in CSV or XLS format. CSV (Comma separated value) is often used for in-between application data exchange. The Excel file format has become a standard on non-Microsoft platforms too. Excel is an application which generates and uses CSV formats. Unfortunately that makes you dependent on the owned Excel version.

Files to be imported should be prepared as follows:

All records have to contain the obligatory fields, e. g. Contact's or Lead's „Last Name“ and the Account's „Company Name“. If any of this data is unknown to you, enter „?????“.

The first line of your file should contain column names so you can easily make a connection between the data in the file and PIT.

One column in the document should correspond to one field in Produs IT. Which fields to fill depends upon which data you are already managing and which one you need. (The Name and Last Name of the Contacts or Leads should be entered separately. The Address should have Street and House Number in one column, while City and Postal code should each be in their own separate columns, etc.) Read more about how to arrange data into columns in the priprava podatkov chapter.

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Contacts

Preparing Data

1. example The Contact Person should be separated into Name and Surname

Contact Person	Name	Surname
Michael Smith	Michael	Smith

2. example City and ZIP code should be in separated columns

City	Place	ZIP code
08029 Barcelona	Barcelona	08029

Breaking content into more cells

We can break content into more cells using an Excel's formula.

Make sure there are enough free columns on the right side of file not to overwrite existing needed data. If you were preparing data from the first example, you would need one additional column.

Choose the cell or entire column which content you wish to divide.

Choose Data from the menu and then Text to Columns.

A Wizard will open. Click Next in the first step.

In the second step choose Space as separator, click Next and Finish.

3. example Street and House Number should be joint in one column.

Street	House Number	Street and House Number
Vinway Street	85	Vinway Street 85

Joining content of more cells into one cell

We can join content of more cells into one cell using a Microsoft Excel's formula.

Prepare a new column in which to enter the joint data.

Choose the first cell under the column's title, where you wish to join data

Type =( into the cell

Pick the first cell, containing the text you wish to join and type &„ “& (there is space between quotation marks) and the choose the second cell, containing text that you wish to join

Finish with typing )

You can see the result by pressing Enter on your keyboard.

Mark the first cell and stretch it till the end of the column, where you wish to join data.

Make a new column on the right from the newly created column.

Mark the whole column with new data for copy.

Paste the data into the new, empty column by selecting Value.

Name the new column with values and delete the former one (the one with formulas).

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State

Exporting existing lists to be imported into Produs IT

Microsoft Outlook

The Export utility is not installed by default installation. It needs to be installed additionally, by using the installation CD to install Optional tools. After you install Export utility, you can export Contacts into CSV.

Export options in the program can be found in File/Import and Export.

Choose export into file and the CSV (Comma Separated Values) format for Windows,

save the data into your computer.

Microsoft Outlook Express

You can prepare export in CSV format in Outlook Express.

Export option can be found in File/Export/Address Book ….

Choose the „Text File (Comma Separated Values)“ export option,

save the data into your computer.

Lotus Notes

If you are using Lotus Notes to manage your Contacts, you can prepare export in CSV or XLS format.

Open a new Microsoft Excel document,

select all Contacts in your Lotus Notes database of Contacts,

Choose Edit/Copy selected as Table.

Go back to Excel document,

choose Paste.

All Contacts will be transferred,

save the new document in XLS format.

E-mail lists (Yahoo, Gmail, Hotmail, etc.)

If your e-mail does not support data export, you can do as follows:

select your Contacts on the list by blackening them,

press „Ctrl+C“ or your keyboard or press the right mouse button and select Copy.

open Notepad,

paste the Contacts by pressing „Ctrl+V“ on your keyboard or press the right mouse button and select Paste.

Save the document in the TXT format.

Open MS Excel,

Choose Open and find the saved file in TXT format.

An import wizard will open. It contains three steps.

Leave the selected option Delimited in the first step and click Next in the first step.

Choose Delimiters − Tab, Semicolon, Comma in the second step.

Continue with Next,

save the new document in CSV or XLS format.

Process of import into Produs IT

The data import will be explained using the Cont

acts example.

Click on Import Data will open a new page (see image below).

Image: Import − 1st step

Here you can choose between different data sources, depending on where you wish to import data from if you have not done it already. If the data is already prepared, choose „Customised“ source. Please see Exporting existing lists to be imported into Produs IT for more information about preparing files for import.

Finish the first step by clicking Next.

The next step opens a new page as shown on the image below.

Image: Import − 2nd step

When the appropriate file is ready, you can import it. Read more about preparing files for import in the Exporting existing lists to be imported into Produs IT chapter.

Click Browse and select the file from your computer

select for it to have the descriptive line as shown on image above,

click Next to load file.

A new window will open as shown on image below. In it you have to link the data from your existing file with corresponding fields in Produs IT form. If you do not need all the data you do not need to link it, but be careful to link the obligatory data into the obligatory fields, selected with an asterisk. The image shows an example of fields being linked.

Image: Import − 3rd step

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If you need to repeat imports it is recommended to save this import's model. In this way you will not have to link the fields again. Mark the Save custom import field and name it. Be careful to use a not yet used name. You can choose personal import at the 2nd step.</note>

When all the wanted fields are linked, click Import and the data will be transferred into Produs IT. When loading completes a new page will open. Here you can check correctness of import (as shown on the image below).

Import concluded

Just visit the Module you have been importing to and choose the appropriate view to find your new import.

Export

There are two ways of export. The first one enables export of all data from the module you are located

at. The other on enables you to export data from a defined, momentarily chosen view. Read more in Creating views.

Therefore you can choose between two links: Export all … and Export overview, which can be found in tools at the end of the list. A window for exporting data will open. Here you can choose to Save the exported data on your computer or just open them.

If you click Save, all data will be transferred into your computer. The exported data will be in .CSV format.