Difference between revisions of "Importing Data"
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| + | <td rowspan="2">Recipient Room (combined w/ location)</td><td colspan="4">Room</td><td rowspan="2">No</td> | ||
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<td colspan="4">Office</td> | <td colspan="4">Office</td> | ||
Revision as of 20:38, 2 September 2014
Importing Data
Data can be imported into WTS as either part of your account's initial set-up or as part of a recurring administrative task to keep data synchronized with a back-end system.
All Imports are handled via a CSV (Comma Separated Values) file.
Importing Recipients
The CSV File needs a header listing the column names. There should be the same number of columns throughout the file as mentioned in the header.
The Data is mapped as follows:
(Where there are multiple Accepted fields, they will be concatenated and comma delimited in the order shown here.)
| WTS Field | Accepted Fields | Mandatory | |||
|---|---|---|---|---|---|
| Import Code (A code used to uniquely identify a recipient between systems. Must be unique) | Id | No- although advisable | |||
| Code | |||||
| RecipientNo | |||||
| EmployeeNo | |||||
| Assigned Code (A code assigned to a badge or other identifying item) | BadgeId | No- Used on Handheld for Rapid Package Retrieval | |||
| CurrentCode | |||||
| SecurityCode | |||||
| Location Code (A code to uniquely identify locations between systems. Used to find recipient locations during the import.) | LocId | No- although advisable | |||
| LocCode | |||||
| LocationNo | |||||
| Building Code (A code to uniquely identify buildings between systems. Used as an alternative to the LocationNo field. Use in conjunction with Recipient Room and Recipient City to automatically generate the Location Tree during the import.) | BuildingCode | No- although advisable for tree import. | |||
| OfficeCode | |||||
| Recipient Name | Name | Yes | |||
| Lastname | Firstname | ||||
| Recipient Location | Location | Yes | |||
| Site | |||||
| Location Description | Locdesc | No | |||
| Description | |||||
| Desc | |||||
| Recipient Phone | Phone | No | |||
| Extention | |||||
| Ext | |||||
| Recipient Cell Phone | Cell | No | |||
| Cellphone | |||||
| Mobile | |||||
| Send SMS - Allows fine tuning of SMS system per recipient. (Only used if Cell phone is provided. If Send SMS field is not included in the file, WTS Defaults to 1.) | SendSMS | No | |||
| Recipient Fax | Fax | No | |||
| Recipient Room | AltRoom | No | |||
| Recipient Room (combined w/ location) | Room | No | |||
| Office | |||||
| Recipient Address | Address | No | |||
| Recipient Address - Line 2 | Address2 | No | |||
| Recipient City | City | No | |||
| Recipient State | State | No | |||
| County | |||||
| Recipient Zip/Postcode | Zip | No | |||
| Postcode | |||||
| Recipient Email | No | ||||
| Send Email- Allows fine tuning of Email system per recipient. (Only used if Email Address is provided. If Send Email field is not included in the file, WTS Defaults to 1.) | SendEmail | No | |||
| Recipient Company | Company | No | |||
| Mailbox Number | Mailbox | No | |||
| Mailboxno | |||||
| Classification | Classification | No | |||
| Type | |||||
| Department | Dept | No | |||
| Department | |||||
| Costcenter | Costcenter | No | |||
Existing recipients will be updated where possible.
If the import code is supplied, the recipient can be accurately matched.
The import code can be anything, as long as it's unique.
It can be an employee number or any other type of unique identifying code. This is important for ensuring that changes to names are respected.
If the Import Code is not supplied, the existing recipient is matched based on their name and location (to prevent 2 John Smiths at 2 locations being confused as the same person). This is not as accurate as using an Import Code and may lead to duplicates where someone has moved location or changed their name.
The Location Code is used to find locations previously imported or added into the WTS system.
In most cases, the location list will have been massaged into a very useful tree structure and the recipients lovingly placed in their correct locations. By using the import codes for both recipient and location, the existing tree structure is preserved and recipients are moved to their new locations.
Any Locations not found within the Delivery locations list will be added during the import. However, they will not be placed in any particular branch of the location tree, this will have to be done manually after the import. However, if the location was added using an import code, their position in the tree will be retained during future imports.
There is a way to import the location tree during the recipient import.
By supplying a Building Code, a Room No and a City, the Importer will create the relevant tree structure when creating the locations.
This example import will achieve this.
Code,BuildingCode,Site,LastName,FirstName,Extension,Room,,Company,City,State
E0001,CDH,Discovery House,Samson,Dale,0122,31,ACME UK,Cambridge,Cambridgeshire
E0008,CDH,Discovery House,Gibson,Larry,0113,30,ACME UK,Cambridge,Cambridgeshire
E0120,NFH,Fulcrum House,Ekhart,Dean,0148,300,ACME UK,Nottingham,Nottinghamshire
E0023,WSF,Swallow House,Harris,Jason,0123,7,ACME UK ,Wyboston,Bedfordshire
E0025,WSF,Swallow House,Jones,Martin,0123,8,ACME UK,Wyboston,Bedfordshire
E0029,SFH,Safford Hall,Beird,Andrew,120,105,ACME UK,Stone,Staffordshire
This will create the following tree
- Cambridge
- Discovery House
- Discovery House #30
- Discovery House #31
- Discovery House
- Nottingham
- Fulcrum House
- Fulcrum House #300
- Fulcrum House
- Wyboston
- Swallow House
- Swallow House #7
- Swallow House #8
- Swallow House
