Import Activities

Within SalesTrack you can import activities by type for each entity such as activity type for an Account, Lead, Opportunity or Contact using the activity templates. SalesTrack supports the import of following types of activities:

• Task
• Meeting
• Phone Call
• Email

Prerequisite

Only the Agency Admin or Sales Manager can import data into your Vertafore Agency SalesTrack. Producers can import activities only for the accounts that they own or the accounts that have been shared with them.

Somethings to consider

There are no duplicate detection rules configured for Activities, since there can be multiple occurrences of a single activity type for a single record. Before you import, ensure your data in the activity template does not include duplicates.

• Task - There are no required fields for Task Activity as part of data import. So data provided in any of template field will import data successfully.
• Meeting
  • Data Template file for Meeting activity must have scheduled start and scheduled end set with data for import to succeed.
  • Scheduled Start must be less than Scheduled End to import Meeting Activity successfully.
  • Meeting Activities with Status Reason not marked (or) marked as Free or Tentative will only get imported through data import feature.
• Phone Call- There are no required fields for Phone Call Activity as part of data import. So data provided in any of field will import data successfully.
• Email - Email Activities with Status Reason not marked (or) marked as Draft or Failed will only get imported as part of data import feature.

Data Import Templates

To make the import process simpler, here are some .xml templates to Import Accounts, Import Leads, Import Contacts and Import Activities -Task, Meeting, Phone Call and Email.

We recommend that you first import Account, followed by Leads, then Contacts and finally Activities by type.

1. Right-click on the template and select Save target as . The Save As page appears.
2. Navigate to the desired location and then click Save.

The maximum file size allowed for .zip files is 32 MB. For the other file formats, the maximum file size allowed is 8 MB. You can import up to 5000 lines of data, in a single import.

Step 1: Get your import file ready

First, you’ll need to get your data into a file. Make sure your data is as complete and accurate as possible when you create the import file. Fill in any missing data, and verify that names and other information are spelled correctly.

Prepare your Activities file by type and the main entity, for example, email activities for Accounts etc. And we recommend that you Import Activities for Accounts first, then for Leads, Opportunities and then Contact. This will help in assigning the activity record to the appropriate entity.

The following file formats are supported:

• Comma-separated values (.csv)
• Text (.txt)
• Compressed (.zip)
• Excel Spreadsheet 2003, 2007, 2010 (.xml)

The maximum file size allowed for .zip files is 32 MB. For the other file formats, the maximum file size allowed is 8 MB. You can import up to 5000 lines of data, in a single import. You can add multiple import files to a single .zip file, and then import the .zip file to bring in all the files at once. For example, if several salespeople enter leads from a trade show into different spreadsheets, you can gather them into one .zip file for import.

From the Data Import Templates link above, download the respective activity import template from provided activity type data templates. Load your date in the appropriate activity template.

Step 2: Import the file

You’ll use the Import Data wizard to import your activities. You can import from the records list page or from within Data Management.

Import data from the Activity List page

1. On the top navigation bar click on the Vertafore logo and select Sales.
2. Click the Sales again and select the Activities tile. The activities list page appears.
3. On the top command bar click Import Data. The Import Data Wizard appears. Continue to the Import Data Wizard instructions.

Import Data Wizard

1. Browse to the folder where you saved the file that contains the activities in the template. Select the file, then click Open. Click Next. The Review Mapping Summary page appears.

You can import only one file at a time. To bring in more files, run the wizard again later, or add all your record files to a single .zip file.

7. Review the file name, and if the file is in .csv or .txt format, verify that the recrod type is accurate. Click Next. The Review Settings and Import Data page appears.
8. In the Allow Duplicates section select No or Yes. We chose No.
9. From the drop-down list Select Owner for Imported Records.

This user will own the imported records if the records do not contain owner information or if the records cannot be assigned to the specified owners.

10. Click or tap Submit. The following message appears: Your data has been submitted for import. To check the status of the import go to Settings > Data Management > Imports.
11. To verify that the wizard was successful, click Imports, then review the report. Otherwise, click Finish.

Step 3: Review Import Status

1. On the top navigation bar click on the Vertafore logo and select theSettings tile.
2. Click on Settings and then choose Data Management.
3. Click on Imports. The my imports page appears.
4. Verify that the files you want to import are listed. For .zip files, the list includes each file added to the .zip file.
5. Review the status of the import.
6. Click on the Import Name. The import details appears.
7. On the side bar under the Common section click Fully Imported, Partially Imported and Failures.
8. If there are any failures, review the error description to resolve.

If the import is Completed with the correct number of records in the Success column, check your list of Activities to make sure they imported correctly.

1. On the top navigation bar click on the Vertafore logo and select the Sales tile.
2. Click on Sales and then choose Activities. A list of all your activities appears.
3. Scroll through the list and ensure each activity from the template is here and verify the contents of the fields for accuracy.