3a - Exporting a template file in .csv format before importing a list of contacts
Exporting a template file in .csv format before importing a list of contacts
Sometimes it is better to import a complete list of contacts instead of listing them one at a time. Here's how to create a list so that the imported contacts are in the right groups.
First, here is the proposed sequence:
a) If necessary, in a new circuit with no contacts yet, create the groups to which future contacts will belong.
b) If necessary, create a representative sample of a few contacts who will be part of these groups. Ideally, for the sample, choose a variety of communication means (Text, Email, Vocal).
c) Export a template file (making sure you have selected the contacts in the sample).
d) Open the exported template file in .csv format in Excel.
e) Populate the columns in your file with the sample contacts from the template (taking into account the groups to which the contacts belong).
f) Import your file with completed columns into Excel.
Now let's look at the sequence in more details:
We have already covered adding contacts and creating groups in the Message Express interface. You can refer to those sections to build up a small representative sample, if required.
Then you can access Bixocontact by clicking on the cogwheel in the top right corner of Message Express.
The Bixocontact interface
Exporting a template file in Bixocontact
Once in Bixocontact, follow the Contact Management link in the left-hand menu.If you are starting from the Message Express interface, it is possible to access Bixocontact using the cogwheel in the top right-hand corner.
When you export a template file (1), by default it is a .csv file. We recommend selecting a few of the contacts you have previously entered so that you have a representative sample (2) to use as a reference in your source document (3).
By doing so, you will be able to see how the information is displayed in the template file once it is open in Excel. When you are satisfied with how the information is displayed, you can click the Export button. (4)
Opening the template file in Excel to add contacts
Once you have opened a file in Excel, it can be populated. The columns are clearly identified with headers.
The file is easy to manage, even with hundreds or thousands of contacts. The groups to which a contact belongs are all shown in the same column but separated by this: [|]
For example, if a contact is a member of two groups at the same time, in the group cell of their row, both groups will be shown. Here is an example:
Shopkeeper[|]Lives by the river
You will notice that there are no spaces before and after [|]. Any typing errors can have an impact on the import process.
There are three columns for each phone number; one for the landline or mobile phone number, the second for a possible extension number (work) and finally a column to indicate the type of number it is (home or cell).
Importing a list of contacts
When the file is ready, simply import it into the Bixocontact Contact Management* interface. To start, click on the IMPORT link (1).
After clicking on Export, you can click on the Browse button (2) and find and select the Excel file that has been prepared (and saved on the computer's hard drive) beforehand (see previous section if necessary).
Click on the IMPORT button (3) and let this process run. When it appears to be complete, make sure that the first and last names in your Excel list have been properly imported into Bixocontact Contact Management. (Unfortunately, as even the slightest typing error in Excel can cause the import process to be interrupted, you should take the time to validate the success of the process).