Contact details can be sent directly to an Excel file 1Tool Imported.
Here you will now be explained what you should pay attention to when importing the data and what such a file should look like.
- Multiple workbooks cannot be imported, only contacts from the first workbook are imported. Therefore, only create Excel files with a workbook.
- Make sure that your Excel table does not contain any formatting.
- Formulas cannot be imported.
(You will learn how to remove formulas from the Excel list here explained) - Each row represents a contact.
- Not all fields have to be filled out.
- Try to keep your contact information as consistent as possible.
- Avoid unnecessary spaces and special characters.
- You are free to use the first row of the table for column headings. However, should you implement several columns, this would be advantageous for clarity. In order to maintain the validity of the table, however, only the first row may be used, because only this can later be ignored in the table.
- Multiple columns can be created for contact groups, distribution lists and industries.
- When naming the contact groups, no commas may be used in the name.
Example: Contact group:WRONG: Marketing and Sales
RIGHT: Marketing and Sales
Here is an example of what such a table might look like:
Here follows a precise description of the individual attributes and an explanation of what you should pay attention to when importing them.
Title:
It may consist of a maximum of 50 characters and can be chosen arbitrarily.
- Mr.
- Ms.
- Dear sir
- Dear Mrs
- Dear Sir
- Dear Lady
- Ladies and gentlemen!
bNR (external customer number)
The external customer number may only consist of digits and may not contain any letters or other characters. eg: bNR 43569821
Company:
Any name is saved as a company under Company.
If no company is specified, it is always assumed that it is a person.
Department:
If available, indicate the department of the contact.
UID (sales tax identification number):
Consists of the two-digit country code and the number associated with the person.
E-mail:
You must check the correctness of the e-mail yourself.
Example: max.mustermann@example.com
Title:
Multiple titles can go through spaces be entered separately.
- May
- Dr.
- Professor
- DI
- Prof. Dr.
- Ing.
- Mag.
- GDR.
first names:
Double first names can be separated by spaces.
Name:
Only enter the surname here.
Street:
Only enter your own street name and the corresponding house number. Street names without a house number are also permitted.
Postal Code:
Please only enter the postal code (without town, street, house number or other values) of your town, letters are also allowed. E.g.: 8462, 8010, 1041, E173AX
Location:
Only enter the place (without street, house number, postal code or other values).
E.g.: Gamlitz, Graz, Vienna etc.
Federal state:
Enter your own federal state (please write out the name) without line breaks.
Please enter only one state. Eg: Styria, Carinthia, Vienna, Burgenland, etc.
Country code:
To the Countries To be able to import correctly, the two-letter ISO-3166 country code or the two-letter country designation must be used. Eg: AT for Austria, DE for Germany, SI for Slovenia, etc.
You can find all valid country codes here. (as of August 2013)
You can also write out the country name, but make sure you spell it correctly!
Phone & Mobile:
Always enter the telephone number with spaces and without special characters
Spaces are recognized by the system.
Always enter the phone number in the following format:
Website:
If the contact has a website, make sure the spelling is correct.
The only spelling with Hypertext Transfer Protocol is also valid. => http://
eg: https://www.1tool.com and not www.1tool.com
Skype, Twitter & Facebook ID
Simply enter your Skype name, Twitter ID or Facebook ID in the respective field.
Job Title:
Simply enter the job title of the contact here.
eg: carpenter, cook, teacher, doctor etc.
Date of birth:
The date of birth can be entered as a date or as text.
Possible spellings:
- 1.01.1970
- 1.1.1970
- January 1st, 1970
- 1/01/1970
- 1-1-70
- January 1st, 70
SMS newsletter:
Contacts that contain an X are subscribed to the SMS newsletter
| SMS – newsletters | |
 |
X |
 |
Mail newsletter:
For contacts who would like to receive a newsletter by e-mail, the text must be in the appropriate cell. If the field is empty, no mail newsletter will be sent to this person. SMS newsletters as well as mail newsletters are always included by default Ja checked. So create the table you want to avoid sending the newsletter.
| mail newsletter | |
 |
X |
 |
Is company:
As soon as there is any text in this cell, it is assumed that the associated person is a company.
If the contact is saved, a distinction is made as to whether the contact is a company and the respective symbol is displayed.
| Company | |
 |
X |
 |
Customer Number:
There must only be one value in the table. The system then automatically assigns the customer number.
(If you do not implement the customer number attribute, 0 is displayed as the customer number by default.)
Function:
For members, roles can be specified from the available role list with a time period. However, functional statements are not allowed without a time frame.
The following entry is required to assign functions to a member:
Function number start date-end date
- eg: 1 01.02.2010/01.02.2011/XNUMX-XNUMX/XNUMX/XNUMX
Means: The member was managing director from February 1, 2010 to February 01, 2011 - eg: 1 02.02.2011/XNUMX/XNUMX – X
Means: The member is still the managing director to this day.
Comment:
All additional information about the contact can be entered here. The length for the import must not exceed 1000 characters.
Employee:
Enter the exact name of the responsible employee here.
If this is not recognized, it will not be accepted. The employee responsible must therefore already be in your contacts.
Gender:
For male contacts, enter the designation to import the gender "m" (male, male) a. For female contacts, you can use both "f" (female) as well "w" (female) enter. No gender is assigned for unrecognized values.
Length & Latitude:
The contact can be displayed on the contact map using longitude (= longitude) and latitude (= latitude). When importing the coordinates, however, note that only decimal notation is correct.
- Example: Office WebAgency Körbler
- Longitude: 46.721447
- Latitude: 15.561487
IBAN & BACInvoice name, – street, – city, postal code, – country:
Enter the contact's billing information here.
Here you can enter account information. Note that the IBAN is limited to 34 and BAC to 11 characters.
Contact group:
This field is used to assign contacts to a specific contact group.
you choose "AUTO assignment" the contact is assigned to the contact group based on the entry in the column. If an incorrect value is found here, the contact is not assigned to any list. However, if you put it 
, then those contact groups that cannot be assigned or do not yet exist are created as a new contact group.
If a contact is to be assigned to several contact groups, several columns of the Excel list can be used for the contact group. In addition, contacts can "comma" be assigned to several contact groups. However, this is only at the "Auto Mapping" possible. (see figure above)
If a specific contact group was selected (e.g. marketing), then the contact is assigned to the contact group regardless of the content of the table. (Therefore, an X does not necessarily have to be set in the table.)
Distribution Lists:
Auto Mapping
You can use distribution lists to assign contacts to a specific category. If the attribute "distribution list" is selected, there is the option of selecting the appropriate category below. If the value "AUTO assignment" is selected, the contact is assigned to a suitable distribution list based on the entry in the column. If an entry is found in this field that does not exist, the contact is not assigned to any list. If the field is empty, the contact is also not assigned to any list.
Distribution List - Category
If a corresponding category is selected (e.g. wine lovers), all contacts are assigned to the wine lovers distribution list in whose field an entry was found. If a contact is to be assigned to several distribution lists, several columns of the Excel list can be used for the distribution list.
Industry:
Contacts can be divided not only into contact groups but also into sectors.
Branches must already be in before contact import 1Tool be created.
How to create a new branch will tell you here explained.
Pay special attention to the correct spelling when importing the branch. If a branch was not recognized, an error message will appear on your screen. If, despite observing these points, errors occur during the import, the error report when looking for these.
Import of dynamic attributes:
In order to be able to import dynamic attributes, dynamic attributes must first be created. You will learn how to create new dynamic attributes here explained.
In order to import these from an existing Excel list, you must first select the contact group that has dynamic attributes.
Then select the desired attribute. All contacts are now imported with the Good attribute.
Different attributes for individual contacts
However, if each contact has a different attribute, then you must select the desired contact group in the corresponding line. 1Tool then automatically sets the attribute that is in the Excel list. Make sure you use the correct spelling here too!
Dynamic attributes are also merged during duplicate detection.