Using ContactManager - Import Client Database

General Information
The Contact Import Plugin feature allows you to import your client database from a comma separated value (Csv) formatted file into PortalsXpress. Your imported clients appear as Contacts in ContactManager. Only a workflow account administrator (the individual that initially setup your PortalsXpress account) has access to the "Import Contacts" feature.

"Mapping" your client database means that the headings of your database file are established as matches for the fields in ContactManager, allowing your client data to flow into ContactManager.

The contact mapping dialog screen consists of two panes. The left pane displays the headings (fields) used in your Csv formatted client database file. The right pane displays the fields (attributes) used in ContactManager. Those fields of your Csv file that match the ContactManager fields, are automatically mapped. Those fields of your Csv file that do not exactly match the ContactManager fields are available for you to manually map. For example a heading labeled "First Name" in your Csv file will be automatically mapped to the "First Name" field in ContactManager. However, a heading labeled "Client Number" in your Csv file will need to be manually mapped to the "ContactID" field in ContactManager. This provides you with complete control over your client database import process.

The Contact Import Plugin allows you to import custom data from your Csv database file into iKE. This means that you can import information from your Csv file in addition to those fields that are displayed in ContactManager. Details on importing custom data is discussed below.

To import your client database do the following:

While in ContactManager, click on the "Import" toolbar icon to display the Import Contact dialog.
Click to select "Csv File Import Plugin" then click OK.
At the Windows file dialog that is displayed on screen, select the path and file name of your comma separated value formatted client database file.
At the Mapping dialog that is displayed on screen, view the default mapping that is established by PortalsXpress, and perform any edits or add custom data if necessary.
Click the "Import" button to import the mapping of your client database into ContactManager and PortalsXpress.

Manually mapping client data
Notice in the screen displayed below that the example client database file (left pane display) has a field labeled "Client Number" yet the corresponding ContactManager field (right pane display) is labeled "ClientID". To map these fields (or attributes), click to select the field in the left pane and drag and drop it in the "ClientID" field in the right pane. Continue with the import process as discussed above

Importing custom data
Notice in the screen displayed below that the example client database file (left pane display) has fields for "Corporate Annual Report" and "Form 5500" . These additional fields in your client database can be added as Custom Data in the Import Plugin. To add the "Corporate Annual Report" data field, click on the "Custom Data" PortalsXpress Contact attribute in the right pane then click on the "New" toolbar icon. Add the new corresponding field called "Corporate Annual Report" under the Custom Data attribute then drag and drop the "Corporate Annual Report" field from the example client database (left pane) to the corresponding position in the right pane. Continue with the import process as discussed above. Follow the same steps to import additional pieces of data, such as "Form 5500".

The Import Plugin mapping dialog allows you to:

open a new file
add or delete an item to the PortalsXpress "Custom Data" attribute
unmap items
import and undo import for client database information

Enable Updates

You can set up a scheduled, reoccurring update of contact data by placing a check in the "Enable Updates" checkbox. This feature routinely checks your specified Csv database file for updates, and pushes those updates to the PortalsXpress contact database. This feature is helpful for users who want to actively maintain their original database, while keeping their PortalsXpress contact data up to date.

The "Update Settings" section allows you to configure the updates, including which CSV database file to use, and how often to perform the synchronization.
Setting a new contact's portal login name
The RequestedLoginName field is special - it lets you set a portal user's login name (an ID they can use to login to their portal if they don't have an email address). If the name is already in use, the login name assigned to the new portal user will be automatically indexed so that it's unique. For example, it you request a login name "johndoe" and it's already taken your new contact would be given "johndoe2" instead.

Contact Manager Users Guide