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Creating Fields During a Custom Import #SageACT #actFTF

by bwhalen_sage on ‎09-24-2010 01:40 PM - last edited on ‎09-28-2010 08:52 AM by (5,436 Views)

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Creating Fields During a Custom Import #SageACT #actFTF


Last week’s tip covered how you can save time using the streamlined import or “Typical” import in Sage ACT! 2011. A custom import option is also available when importing from Microsoft Excel, comma or tab separated text file types. The custom import type reveals a couple extra options that enable you to:

 

  • Create a new field in Sage ACT! for data being imported
  • Map custom source data to target fields in Sage ACT!
  • Modify data merge options to ensure data imports as expected

Some of you might be wondering when you should select a Custom import rather than a Typical import. As a general rule, you should use a Custom import if:

  • You need to create one or more fields in the Sage ACT! database to receive data being imported.
  • You need to map source data to specific fields in Sage ACT! that are not already mapped in the synonym mapping files.
  • You need to modify the default data merge options to replace matching records in the target database with source data, for example.

This tip will be delivered in three parts with the first part covering the general steps for performing a custom import and detailed steps for creating a new field during the import process. In later weeks, you’ll learn how to make the most of the mapping screen, and finally you’ll learn more about data merge options.

Creating Fields During a Custom Import: 

NOTE:

The following steps are specific to importing data from Microsoft Excel, but are similar to all custom data imports, including an import of data from Sage Business Info Services.

  1. With your target Sage ACT! database open, from the File menu, click Import.
  2. On the “Welcome to the Import Wizard” page, click Next.
  3. On the “Specify source” page:

import wizard 2 or 4

 

 

a.  From the “What type of file do you want to import?” list, select Excel.

b.  In the “File name and location” field, enter the location and file name of the source, or click Browse to locate the file and then click Open.

c.  Click Next.


4.    On the “Specify record types” page:

a.    Select Contact records, Company records or Group records as appropriate for the type of data you are importing.
b.    Click Next.


5.    On the “Import Type” page:
import wizard 4 0f 9 

a.    select the Custom option, and then click Next.

 


6.    On the “Specify Import Options” page:
import wizard 5 0f 9 

a.    By default, the option to import the first record is not selected. If you want to import the first row of the file, select the option. You should only select this option if the first row does not contain field labels.
b.    Click Next.

 


7.    On the Contact [Group][Company] Map page:
import wizard 6 of 9
 
The title of this page changes to match the record type you selected to import. To create a new field in your target Sage ACT! database (contact and company data imports only):

a.    Click in the “To this field column”, and from the drop-down list, select Create new field.

tip         TIP: You can create multiple fields at one time on this screen!

b.    Click Next.

 

8.    On the “Create New ACT! Fields” page:

import wizard 7 of 9

a.    In the “ACT! Field Name column”, you may optionally update the field name. By default, the Import Wizard appends a number to the field name if it matches an existing field name and removes special characters. Only character data type fields can be created. In the field name, do not include special characters (such as <, >, $, or Smiley Happy. Do not end a name with a space or you may have problems with queries and mail merges. Do not use the same name as an existing field.
b.    To change the default field length from 50 characters, in the “ACT! Field Length” column, type a number between 1 and 450.
c.    Click Next.

 


9.    On the Specify Merge Options page:

a.    To change the default settings for data merge options, click Contact (or Group , or Company).
b.    Select or clear other options.
c.    Click Next.

 


10.    On the “Completing Import Wizard” page, click Finish to begin the Import.

 

11.    After the import is complete, you are prompted to add the field to a contact or company layout to see it. Click Yes to open the Layout Designer, or click No to close the prompt and add the field at a later time.



Comments
by Njohnston1701
on ‎02-07-2015 09:22 AM

When importing from excel how do you make yes/no fields automatically check for yes in the database?

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