If you have contacts in Excel files, you can import these lists into the Chronicle database. Here's how:
- On the People or Organization tab, click the Tools button found in the tool bar and select Import People or Import Organization.
- This opens the same import tool used for both people and organizations.
- From your hard drive pick the Excel file to import from. Chronicle assumes that the contacts will be on the first worksheet in the file.
- The Excel file needs to have a one to one relationship with the fields listed lists in the column to the left of the tool. Chronicle will ignore any columns you can't match to one of those fields.
- Each Excel file much contain one category of person or organization. For example, the contains all customer or all vendors but not both. If you have multiple categories of contacts, we recommend creating several different Excel files, each with one type of contact.
- Identify which columns contain which type of information. Use either the drop-downs at the left to pick column numbers for each type of information, or right-click any unassigned column and identify what's in that column. You must identify the contact's name; all other columns are optional; Chronicle will only import those pieces of information that you identify columns for.
- Chronicle highlights those cells that contain potentially invalid information. Red indicates a fatal error that will prevent the row from being imported; fuchsia indicates that the highlighted information can't be imported but that the rest of row may be acceptable, and yellow indicates that the information is questionable but that it can be imported. If cells in the Columns to Import section contain invalid information, you can delete the line or you can edit the information.
- Once you've selected all of the columns you care about, use Import All Contacts or Import Selected Contacts to import the contacts. Import Selected Contacts is useful if you have contacts in different categories, os you only want some of the people in the file, or if you have to correct the data and only want to import lines you've checked.
- The radio buttons at the top right let you switch views. If you wish, check the Failed or Imported views to review the results of the import. If a line fails, you can correct the line and try to import it again. To see what is left to import or what has been deleted select Available or Deleted.
Once a record is imported, to update or correct it you must return to the People or Organization tab in Chronicle and change as you would any other person or organization in Chronicle.
Import Limitations/Speed issue: This import is designed to bring in a few hundred contacts at once, not many thousands. If you bring in too many contacts at once, the process may be slow. If the process becomes too slow, a few things will speed it up: 1. in a copy of your original file, delete data from all columns that you won't be importing; this will reduce the amount of data the import has to process, and 2. Split your Excel file into a few smaller files and do the import in a few passes.
Query to Find Imported People: There is an Imported People query to the list of queries at the right side of the People tab. You can find people imported with a specific import, in a particular date range, or by a specific person.
Your Excel file could have any of the following column headers in it. If it has more that do not match these it will just ignore them. The import goes faster if you just delete them before import.
- People-first name
- People-last name
- Organization-company name
- Organization-office description
The same Excel file can list a person AND the organization where they work. If this is the case Chronicle will make an org file and the the person file and then associate them for you.