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Address import and export

(CRM - address import and export)
 
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Topics in overview:

Contact management
Group management
Address import and export
Selection - a central contact management tool
Customer loyalty by means of communication
Email and letter templates
Lead manager
Appointment and task management 
WebConnector: website connectivity

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Your initial inventory of contacts

When starting your WBS for the first time, your database does not yet contain any contacts. If you already have a list of contacts, you can import these and structure them at the same time. For this purpose, please set up appropriate groups before importing, using group management

Tip for former OASIS users: You can select a group in the OASIS CommunicationCenter and export the addresses using the export option under Actions. You can then import these into the CRM of the WBS and allocate them to the respective group in the CRM.

On this page:

Import:
Field selection
File preparation
Import preparation
Import result
Export:
Export selection
Export result

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Field selection

(CRM - address import and export)

Determine the content you wish to carry over into your WBS contact database on the basis of your import data.

a) Select the path CRM - Import/Export. You will be offered the import function by default.

b) Activate the checkbox for each field you want to import.

c) Use the Banking details and Delivery address buttons to select additional fields you want to import. 

When selecting fields, you can see under the COLUMN SEQUENCE heading how the number of selected fields changes accordingly.

 

 
After selecting all the desired fields, you can determine the sequence of the columns from your import data:

d) Click the 'select' symbol of the field and drag the field to the desired position. The field sequence follows the rows, within rows it follows the columns - which corresponds to the way you read.

e) Select the character set of your import data. 

f) Now download the sample file. 

 

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File preparation

(CRM - address import and export)

The downloaded sample file serves as template for your import file. The fields (columns) will appear in the sequence you set. This can be seen in the first row, which contains the field labels. The first row must remain in the file. Now replace all the other rows with your data.

Replace the alphanumerical key in the Form of address column with actual titles (Mr, Ms etc.). Only use titles that were previously defined or exist in the respective macros of the WBS.

 

 
g) After structuring your import file in this manner, select the import files using Select file. This, however, does not start the import as yet, as further settings must first be made.

 

 
Here is an example of a properly prepared import file:

 

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Import preparation

(CRM - address import and export)

The selected import file will now be described in more detail: 

h) Select the separators used in the import file. Separators separate field content and may not form part of the actual data.

i) Enter the character set used by your import file.

k) Here you will see the name of your import file for control purposes.
 

 
 
Now click Next step.
 

 
You will now be shown a preview of the import data and can make your final settings.

a) This is where your data is displayed.

b) Specify to which groups you want to allocate your contacts. If you want to split up your contacts across several groups, please perform a separate import for each group. It is also possible to allocate contacts to several groups in a single import procedure.

Tip:

When performing an import and allocation to groups, it is highly recommended to only use groups to which no processes have already been allocated. This prevents uncontrolled emails from being sent to these contacts, which is something you generally want to avoid. Use the selection procedure instead to send notifications to contacts in a targeted manner.

c) Finally, please specify whether the contacts are to be carried over into your WBS database as so-called registered contacts.

 

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Import result

(CRM - address import and export)

The imported contacts are not visible initially.

Log out from the WBS and log in again.

or

click 'Reset table'.
 

 

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Export selection

(CRM - address import and export)

First, determine what data you want to export. This is done in two steps. The first step is to narrow down the inventory of contacts by means of selection. This is, of course, not necessary if you want to export your entire inventory. In the second step, activate the checkboxes of all the contacts you wish to export. This step is necessary, as only the selected contacts will be exported.

a) Click the CRM icon.

b) Select Import/Export.

c) Switch to Export.

d) Use selection if you only want to export some of your contacts. In this example, seven politicians were selected.

e) Select the desired export data sets. In this example, all data sets were selected.

f) Click Next step.

 

 
Field selection:

g) Select the desired fields.

 

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Generating an export file

(CRM - address import and export)

h) Specify the field sequence.

i) Select a character set.

k) Download the file. It will be in a *.CSV format.
 

 

 
The result in this example: seven politicians with name, email address and language.

 














 

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