Importing Contacts

Importing Contacts



Video Transcript

In this video, I will show you how to import contact records into CleanTelligent.

This is the Contacts Import spreadsheet. If you do not receive this spreadsheet from a CleanTelligent representative, you can also find it in the system if you click the Admin tab, scroll down to the Other section, and click on Import. You can find all import files here, but for this video, you’ll choose Import Contacts, then Sample Import Template to open the spreadsheet.

Let’s go back to the spreadsheet. Every headline that is bold is required for importing. The Client, Client Division, and Position each need to exist in your system before you can import, so make sure you create them and make sure they match up correctly. When you’ve finished filling out the spreadsheet, save it to your computer.

Return to your browser window and the Import page. Click Choose File to select your file and click Upload to begin the import.

This page will auto-populate the matching fields but if they do not, match the names in this field and the template. Click Continue to view the confirmation page with an example of what your data will look like. Click Import Contacts if everything is correct.

You can find your imported contacts under the Contacts tab.

Importing from Start to Finish

Contacts are the employees of your clients. Importing these contacts are especially useful when you have a larger company that you service or if you are setting up multiple clients at the same time. If you only have a couple contacts who need access in Otuvy QM for a single client then it will be faster to create them in Otuvy QM without importing. For a refresher on creating a contact view our video Create a Contact Record

Import Template

Download Template File

To find the import template, start by going to the Admin tab, then click Import in the Other section.


In the Import list, click Import Contacts. From the first import screen, click the Sample Import Template button to download an Excel file with the proper headings to aid in getting started on your import.

Template Requirements

In the template file, the column titles that are bold are required. They are the First Name, Last Name, Client, Client Division, and Position
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Each of the columns hold different information. Below is a brief description of each:
  1. First Name – First name of the contact. This field is required
  2. Last Name - Last name of the contact. This field is required
  3. Client – Name of the Client that the contact is associated with. The Client must exist within Otuvy QM already. This field is required and case sensitive
  4. Client Level – The name of the level or column within the Client Organization Chart where the Client Division will be found. If this is filled in, the Client Level must contain the Client Division to be listed in the next column. The Client Level must exist within Otuvy QM already. This field is case sensitive
  5. Client Division - The name of the division within the Client Organization Chart where you want to place this contact. The Client Division must exist within Otuvy QM already. This field is required and case sensitive
  6. Position – The title or position that the contact has. The Position must exist already within Otuvy QM and be set up as a contact position. This field is required and is case sensitive.
  7. Email – The email address of the contact. While this field is not required for the import, if the contact needs to log in you will need to fill in this field
  8. Area Code – The 3 digit area code
  9. Phone – The remaining phone number after the 3 digit area code
  10. Extension – the 3 or 4 digit extension
  11. Address – The street address and suite for the contact. Don’t include city state or zip code
  12. City – The city for the address
  13. State – The state for the address
  14. Zip Code – The zip code for the address
  15. Title – Different from the position, the title is just for internal identification purposes
  16. Notes – A brief note about the contact for internal purposes
When uploading contacts, most people only fill out the required fields and email addresses to save time. See the example below:


As described in the list above, a few items must exist already in Otuvy QM before they can be used in the import sheet. They are the Client, Client Level, Client Division and Position.

Import Process

Once your Excel file is filled and saved to your computer, it can be imported into your system. Start on the Contacts page and click Import Contacts just above the search results on the right side of the page.
You can also reach this page by clicking Import in the Other section on the Admin page, then clicking Import Contacts from the Import options list.
Click the Choose File button and locate the Excel file you just created. Make sure the check box next to Data has a Header Row is checked. Click Upload in the top right corner.

The drop-down selections will automatically select the matching columns. Double check that they each match, then click Continue.
If you get an error message, please read the troubleshooting section of this article.
If there are no errors, your data will be shown to you on the next screen as an example of how it will look.

If everything looks correct, click Import Contacts to finalize the process of importing your new contacts.

Troubleshooting

There are times when an import template may have mistakes or the necessary information isn’t in the system yet. Times like this, you’ll see an error like the one below.

These error messages will describe in detail what information is incorrect like Client name, Division/Level, or Positions that don’t exist, including which rows of your spreadsheet to find the errors in. When importing, these things must be in Otuvy QM first and must match exactly both case size and spelling.

When the error comes up, it’s good practice to get a screen shot or copy the text on the screen so you can keep track of what errors you need to fix before trying the upload again.

To fix an error, check your Excel spreadsheet first for spelling or mismatching errors before creating new data in your system. If the error is caused because an item isn’t in the system, then create it.

After all errors have been fixed, start the upload process again by starting at the Import Job Template screen. For more help if you continue to get the error message, please contact Support at 801-874-3443 or email support@otuvy.com.



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