Data Import Utility - Contacts

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karencollyer
Posts: 16
Joined: Thu Jun 19, 2008 11:43 am
Brief Company Description: Cambridge Systematics specializes in transportation, dedicated to ensuring that transportation investments deliver the best possible results. We are recognized leaders in the development and implementation of innovative policy and planning solutions, objective analysis, and technology applications.
Deltek Vision Version: 4.1
Number of Employees: 267
Company Position: Web and Database Specialist
Vision Modules: CRM, Custom Proposals, SF330/SF255/SF254 Proposals
Number of Offices: 0
Year Vision Installed: 2006

Data Import Utility - Contacts

Postby karencollyer » Thu Jun 19, 2008 12:20 pm

Our new hires often bring with them contact lists of 200+ names that must, of course, then be entered into Vision. We are considering using the Data Import Untility, but I'm finding that the amount of data scrubbing needed both prior to and after the import may be equal to the amount of time someone would spend manually entering each Contact. Wondered if others are coming to the same conclusion and/or if others are using SQL scripts to import new contacts.

-- Karen Collyer

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Gerald Cox
Site Admin
Posts: 549
Joined: Fri May 23, 2008 10:45 am
Company: Hurt & Proffitt, Inc.
Brief Company Description: We are primarily a Civil Engineering and Surveying firm that offers a few other supporting services. We upgraded to Vision from Advantage in 2005.
Deltek Vision Version: 5.1
Number of Employees: 70
Company Position: IT Director
Vision Modules: Accounting / Billing / Time & Expense / Payroll / CRM / Proposals / Planning
Number of Offices: 3
Year Vision Installed: 2005
Vision User Group: Richmond, VA

Re: Data Import Utility - Contacts

Postby Gerald Cox » Thu Jun 19, 2008 11:05 pm

Karen, I was also leery about the same thing but I've just worked with it for the first time over the past two days to import 250 leads and 230 contacts. It actually wasn't too bad.

During the contact import, today, I determined that there were a few pieces of data that I had no place for or didn't want to put existing data into the correct fields automatically. For instance, the company name associated with a contact. I knew I wouldn't be able to import that directly so I created a temporary custom field to house the name of the company as it existed in Outlook. One of our interns is going through the records, determining if we have an existing client setup and linking them if we do. If we don't he enters them. I also created a temporary field for website and association and relationship. We will move the website data to the client record once linked.

Here are some notes that I've jotted down about it.

• Have the user configure categories for each contact with the same Relationship types listed on the Associations tab. For instance, Friend, Family, etc. Once exported to text I add a column listing the users name who owned the contact via excel. After the import, I use a SQL statement to transfer the info in these temporary fields to the contact association table. I'll be happy to share this SQL statement. Once this info is moved over to the proper table, I can blow away the temporary custom fields.
• Export to tab delimited file. Specify tab and quotation text qualifier on data import.
• Split all names into First, Middle and Last with separate Suffix - this is necessary because I found that some full names were in one field and needed to be separated for import.
• Remove contact and client names from addresses.
• Separate addresses on two lines if necessary, particularly in the instance that there is a physical address and a P.O Box.
• If they don't have a last name, Vision will not accept them. However, we’ll have a list of all failed imports at the end of the process.
• Retain any contacts that already exist if they have any Opportunities, Projects or any other related data. Verify that information matches and if not, which is correct. Remember to bring the Association information over to the old record if the new record is not retained.
• I found that a lot of my addresses had carriage returns in them. The import does not like this at all. I opened the txt file exported from Outlook into a Textpad, a pretty advanced text editor and did a find and replace on the carriage returns. I then did a find on the last field (which was the username so they were all the same) and replaced it with the username + a carriage return so it would maintain the rows.

Below is a screenshot of the import setup that I used today.

contactimport.JPG
contactimport.JPG (117.87 KiB) Viewed 6471 times

This all took me a few hours to figure out but as we'll be doing this with all of our PMs, I would expect it will save us quite a bit of time over entering everything from scratch. I'm going to try to format this into a more step by step process but hopefully the notes will be of some help. And if you've got suggestions for me, I'd be happy to hear them!

Thanks,

mccoigk
Posts: 7
Joined: Fri May 30, 2008 10:22 pm
Company: Interplan LLC
Brief Company Description: Architecture, Engineering, Interior Design, Project Management
Orlando - Chicago - Dallas - Atlanta - Fort Lauderdale - Lakeland
Deltek Vision Version: 4.1
Number of Employees: 250
Company Position: Corporate Systems IT and Accounting
Vision Modules: Project Control, Accounting, Billing, Time, Expense, Payroll Interface, Purchasing
Number of Offices: 7
Year Vision Installed: 2001

Re: Data Import Utility - Contacts

Postby mccoigk » Thu Jun 21, 2012 12:56 pm

Did Deltek remove this feature in 6? I dont have an option to import clients or contacts.

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Gerald Cox
Site Admin
Posts: 549
Joined: Fri May 23, 2008 10:45 am
Company: Hurt & Proffitt, Inc.
Brief Company Description: We are primarily a Civil Engineering and Surveying firm that offers a few other supporting services. We upgraded to Vision from Advantage in 2005.
Deltek Vision Version: 5.1
Number of Employees: 70
Company Position: IT Director
Vision Modules: Accounting / Billing / Time & Expense / Payroll / CRM / Proposals / Planning
Number of Offices: 3
Year Vision Installed: 2005
Vision User Group: Richmond, VA

Re: Data Import Utility - Contacts

Postby Gerald Cox » Mon Jun 25, 2012 3:43 pm

It's hidden functionality that is only available via the "Advanced Data Import". You can follow Deltek's directions at: https://deltek.custhelp.com/app/answers ... d%20import

"AdvancedImport" is the password.

bevarts
Posts: 13
Joined: Fri Oct 03, 2008 3:19 pm
Brief Company Description: Environmental consultants
Deltek Vision Version: 5.1
Number of Employees: 230
Company Position: Marketing
Vision Modules: CRM, Projects, Custom Proposals, SF330, Timesheet
Number of Offices: 18
Year Vision Installed: 2002
Vision User Group: Boston, MA

Re: Data Import Utility - Contacts

Postby bevarts » Wed Nov 28, 2012 2:52 pm

Most helpful. I am diving into imports from Outlook as well. It has been awhile since I successfully completed an import. Thank you for sharing Gerald.
Beth...


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