Import data to Opti-Time for Salesforce

Basic principles

Data import is often the first step before you can use Opti-Time for Salesforce. This allows you to create accounts and/or contacts with associated data, including an address allowing geographic localisation (geocoding) so these elements can then be used throughout the application.   

An account may be an organisation, a company or a consumer that you want to track, for example, a customer, a partner, or a competitor.   

Contacts are the people associated to your accounts. You can import contacts at the same time as accounts, but you cannot import contacts without having previously set up or imported the accounts to which they are to be affiliated. To import your contacts, proceed in the same way as for the import of your accounts.   

Contacts will, by default, inherit the postal coordinates associated to the account to which they are attached. If need be, it will be possible to define contacts specific to the contact by modifying the associated form manually and / or importing a file of specific data. 

Utilisation

> Accounts tab > Import my accounts and contacts

It may help to practice on some fictitious data: download the example file used in the illustrations below. The data.csv file contains some 57 accounts in metropolitan France to import with their associated data. 

To import accounts and/or contacts, go into the accounts tab in the application. Then, at the lower right-hand side, under Tools, select Import my accounts / contacts.

To import accounts and contacts you need to import the accounts before importing the contacts. Run the wizard first to import the accounts, and then again to affiliate contacts to accounts imported first time around.

When import is complete, the wizard does not let you return to Opti-Time for Salesforce. Make sure you open the Import my accounts and contacts link in a new tab or a new window in your browser.

To import your data, let the wizard on the next page guide you:  

1.   Click on the Run import procedure button to run the wizard:

2.   Select Datasource. In the example scenario provided, this will be data in CSV format saved via a spreadsheet (text format with commas as column separators).  A CSV model/template is also provided on this page so you can see how to prepare your data for import. To import a CSV file, select Generic CSV Format:

The values of a CSV file must always be separated by commas, and not semi-colons. So take care that none of the fields contains a comma. For addresses, for example, always give preference to using spaces (52 avenue Aristide Briand instead of 52, avenue Aristide Briand).

3.   Select a CSV file and then click on Load:

4.   Once the file has loaded, a message indicates the number of fields remaining to be mapped. Depending on the fieldname, an automated mapping facility can be applied on import. Click on Map my fields to display the field mapping wizard.

5.   The field mapping wizard has 3 tabs. The first lists Non-mapped fields that have not yet been mapped, the second lists mapped fields (automatically or manually from the first tab), the third lists fields not to import if in the first one you have selected Do not import the field:

6.   The Non-mapped fields tab lists fields remaining to be mapped manually, when the automated mapping based on the names of fields has failed. In front of each field, a drop-down list proposes to map the corresponding Salesforce field. This list breaks down into two sections: the first lists the fields containing Contacts, the second lists the fields containing the accounts. Choose which type of objects in the application you want to apply the mapping operation:

7.   An address is mandatory to be able to use the Opti-Time for Salesforce application. It is composed of several fields (Street, Post Code, Town, Region, Country). Not all fields are mandatory (for example, region is not required), but if all fields are filled and mapped in the applications, there will be a greater level of certainty about the precision of geolocation for addresses (geocoding). To map the address fields, you have a choice between the Invoicing address and the Delivery address. You can therefore map two distinct addresses in the application, that can then be used as a reference for the geographic location:

8.   Continue mapping all the fields you want to import into the application. If some of them present in your data set are irrelevant or unwanted for another reason select as a value beside them in the list Do not import this field, the first value in the list. The field then automatically switches into theFields not to import list (3rd tab in the mapping wizard):

9.   Mapped fields are listed progressively in the Mapped fields tab.  The mapping can then be adjusted later if need be:

          10.  Once the mapping operation is complete (usually this is when the list in the Non mapped fields tab is empty) this page displays All your fields have been mapped. Next, click on the Start import button.

11.               The import wizard then displays a message indicating Import in progress:

12.               Once import is complete, an email is sent to the email address associated to the application user account:   

You can then return to Opti-Time for Salesforce and start using the imported data. 

The accounts tab is then found to be filled with the imported data. Click on the accounts tab and choose to display the All accounts view. The data then display and can be selected, geocoded, and geolocated on the map, etc:  

More Opti-Time Help...

If you would like to know more, watch tutorial videos in salesforce.com showing how you can export and import data into the solution (including videos in English).

Consult Opti-Time for Salesforce Help to find out how to:


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