Import setup data from an Excel file

Ensure that the file you are trying to import is closed before beginning the import process.

  1. Open the Import Setup Data screen.
  2. From the All Tasks pane, select Administration > Utilities > Import > Import Setup Data.
  3. In the Import Type field, click and select the type of data to import from the drop-down. Import types are listed in the order in which they should be imported.
  4. In the File Location field, click and browse to the Excel file (XLSX) containing the data you want to import.
  5. Select the file and click OK.
  6. If you are importing contacts, customers, or vendors, in the Allow Duplicate Names field, select the checkbox to import records with duplicate names without warning. After importing, you can use Merge User Codes to combine the entities as needed. Deselect the checkbox if records with duplicate names should be considered invalid.
  7. Click Get External Data.
    Note: When you get external data, The application retrieves and validates the data in the Excel file. This process may take a few minutes. A progress bar indicates that the process is still working.
  8. If there are invalid records, the application displays a warning, giving you the option to stop the import and correct the invalid records before proceeding. Do one of the following:

    • Click Yes to stop the import. Go to step 8.

    • Click No to continue with the import. Skip to Step 11.

      CAUTION: Viewpoint strongly recommends that you correct orphaned records before continuing with the import. If orphaned records are not corrected before continuing, the records will be lost and you will have to enter them manually.
  9. Review the Failed Records and Orphaned Records tabs as described in the Import Setup Data Screen Field Reference to identify the invalid records.
  10. Edit the data in the original Excel file to address the invalid records. The application automatically opens this file for you.
  11. Repeat steps 6 - 9 until there are no invalid records.
  12. Click Import to import the valid records.
    Note: If there are invalid records (because you selected No in step 7), the application creates the following Excel files:

    • Problem Records - Contains information about the failed records.

    • Failed Records - Contains the failed records.

    Use the Problem Records file to identify the specific records with errors. Use the Failed Records file to correct the records.