How to Import Site Contacts

Overview

You can import as many contacts, as required, for particular site using a separate import file.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Import Sites

To prepare to import site contacts into Simpro Premium:

  1. Download and add data to Simpro Premium's Site Contact Import Template.
  2. Ensure the corresponding sites exist in Simpro Premium. You can manually create or import sites.
  3. Save your file in your system as a compatible file type: CSV, TXT, or ZIP. Consult your spreadsheet software for file saving instructions if required.
  4. Separate your data using clear headings. To import successfully:
    • Either the Simpro Premium Site ID or Site Name columns must be populated for each site.
    • The Contact First Name column is mandatory.
    • Enter Y in the Primary Contact column to make a contact the primary site contact.
      • To import a file successfully your import file must contain the card name relevant to the type of card you are importing. This can include the Company Name, Customer First and Last Name, Site Names, Supplier Names, Employee Name, Contractor Name and Contact First and Last Name. When Mandatory Fields are On, additional fields are made mandatory.
      • If Mandatory Fields are toggled on under System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Defaults and your import file does not contain the relevant fields, your import will be successful. When a card file that lacks the relevant mandatory fields is accessed it cannot be saved without completing these fields. For a complete list, see Mandatory fields.
  5. Ensure information is accurate, up-to-date and spelled correctly.
  6. Remove any special characters (such as ? # $ % @ !) as these may not import correctly.
  7. Save your file again.

The sites for which you are importing contacts for must exist in Simpro Premium before importing.

A screenshot of the Customer Contact Import Settings page.

To prepare to import site contacts into Simpro Premium:

  1. Go to Utilities A screenshot of a schedule icon with a grey calendar icon and an arrow. > Import > Sites > Site Contacts.
  2. Under First Record is, select:
    • Header Record if the first row of your site contacts list contains column titles.
    • Data Record if the first row contains specific data.
  3. Under If Custom List Value Not Found select:
    • Create New List Option: If any of the entries include a custom field that has a drop-down list in Simpro Premium and your file contains any custom list values not available in the relevant list in Simpro Premium, select Create New List Option to add the additional value to the drop-down list.
    • Reject and Warn: Select to ignore the field and receive a warning when the list is uploaded that the field was not created.
  4. In the Import Option section, customers are matched by Contact ID and Contact First Name. If the Simpro Premium Contact ID or Name in the import file matches a Contact ID or Name in Simpro Premium, the selected import option determines if these records are updated in Simpro Premium or a new contact is created.
    • Update Only: Select to update existing contacts and not create new contacts.
    • Update and Create: Select to update existing contacts and create new contacts.
    • Create Only: Select to create new contacts if an existing contact is not found, and not update any existing contacts.
    • Always Create New: Select to always create new contacts, even if a matching contact exists.
  5. Click Choose File / Browse to locate and open your site contacts import file.
  6. When the name of the file displays, click Next.
  7. Match site contacts import columns as applicable using the drop-down lists.
  8. If you do not want to include a column in the import, select Ignore.
  9. Click Import Site Contacts.

After selecting a site contact import file, manually match or review your list columns with the fields available in Simpro Premium. You may have both Simpro Premium and your list open at the same time.

To match import columns:

  1. Select your import file as above.
  2. Use the drop-down lists to match your import file columns with the fields available in Simpro Premium.
    • To leave a field out of the import, select Ignore.
  3. Click Import Site Contacts.

After uploading an import file, the Import Site Contacts Complete page displays a breakdown of your import, including Contacts Added.

Click Site Contacts imported successfully to download a CSV file of imported site notes for your records.

After a successful import, it is recommended you manually check site card files to ensure site contact data has imported correctly. To do this, go to People A screenshot of a schedule icon with a grey calendar icon and an arrow. > Sites, click an imported site, then check the Contacts tab. Click a contact to manually amend, if required.

If your site contacts import file does not contain columns for Simpro Premium Site ID, Site Name, Simpro Premium Contact ID, Contact First Name, the import fails and you receive an error message.

To amend the error, click OK, then enter details in the required fields in your import list and restart the import process.

If your file contains other errors, an error message displays on the Import Site Contacts Summary page, and the table displays the number of errors found.

Click click here to download a CSV file of import errors. The Error Text column explains why entries failed. Amend your site contacts import list accordingly and restart the import process.