Import Contacts

Quickly add new contacts and/or update existing ones by uploading a Microsoft Excel file. It is best to Export Contacts for the same account before performing an import. This way, you have a file containing all necessary columns for the import, including the Unique ID values that the system has assigned to the account’s existing contacts. Retaining these values in your Mapping file is important if your import contains any existing contacts, as the system uses the Unique ID to update them and creates new contacts for any records without a matching Unique ID. Omitting these values when importing existing contacts can result in the creation of duplicate contacts.

Before importing, ensure that all countries in the file have the valid three-character country code.

5. Do one of the following:
   

   • Click Actions > Import Contacts on the options bar.
   • Click Actions > Import Contacts on the menubar.
   • Right click a contact and select Import Contacts.
6. The Import Contacts - Batches window displays. Click the Add button .
7. In the Add Batch - Import Contacts window, choose the contact Type from the dropdown menu.
8. If necessary, you can choose a mapping file that is specific to the selected account by selecting the Select file by account checkbox before selecting a Mapping file.
9. Select a Mapping file from the dropdown menu, and leave the Import and Update radio button selected under Importing Options.
   
   Include the Unique ID values for any existing contacts in the mapping file (if necessary, Export Contacts for the same account before continuing with the import). The system will create new contacts for any imported records without matching Unique ID values.
10. Click the lookup button to the right of the Select file to import field.
11. In the Import from window that displays, select a radio button and click Continue:
    • Existing client document
      1. A list of attachments associated with the selected account displays. Change the attachments that display in the list if necessary.

         Use the search bar to display attachments that meet specific criteria. Apply a single filter (using the search fields) or multiple filters (using the Edit Filter button ) to narrow the list of attachments.

         

         1. Click the Edit Filter button .
         2. The Edit Filter pop-up window displays. Click the Add button  to add filters.
         3. Select and/or enter search criteria using the dropdown menus and fields. Click the Add button again to apply additional filters. Enter additional search criteria.
            
            Click the Delete button to remove a filter from the list.
         4. Click Finish when you have applied all of your desired filters.
            
            Hover over the Search where text to see the filter that is currently applied to the list.

         To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.

         

         1. Make a selection in the first dropdown menu.
         2. The choices available in the second dropdown menu vary, depending on your selection in the first dropdown menu:
         • Equals: Enter the search criterion (e.g., the full description) in the field to the right, or select a date from the dropdown calendar (if applicable).
         • Contains: Enter at least one character of the search criterion (e.g., part of the description or folder name) in the field to the right.
         • Within Range: Search between two calendar dates. Click the down arrow to the right of each field to choose dates from the dropdown calendars.

         3. Click Find to apply the filter. Hover over the Search where text to see the filter that is currently applied to the list.
            
            To clear the currently applied filter (for the current session only) and start over, click the Clear Filter link label. The search bar displays in blue when filters are applied and in gray when filters are cleared.
      2. Click the attachment in the list.
      3. Click Finish to add the file to the Select file to import field.

      Click Cancel to exit the Available Attachments window without selecting a file to import.

    • Existing file
      1. In the Attach Existing File window, click the Browse button. Navigate to the desired file and click Open.
      2. If Applied Epic is installed locally on your computer, you can remove the file from its original location by selecting the Delete original after attaching checkbox. If you access Epic through a web browser, you must delete the file manually after completing the workflow if you no longer need the original.
      3. The file name defaults in the Description field, but can be changed to a more descriptive file name if necessary.
      4. Click Finish to add the selected file.

      Click Cancel to exit the Attach Existing File window without adding any file.

12. If applicable, change the number in the Start import from row field to the first row of the Microsoft Excel sheet that contains data.
13. Click Process to process the upload of the selected file.

Click Cancel to close the Add Batch - Import Contacts window without adding a file.

14. In the Import Contacts - Batches window, click the Refresh link label in the header to update the Status in the bottom left corner of the screen.

• Created: The upload processed successfully.
• Failed: The upload did not process successfully.

15. Click the Preview button to open the Import Contacts window and display the contacts uploaded in the file.

16. Click Import. A confirmation pop-up displays:

• Click Yes to add the contacts.
• Click No to close the window without adding any contacts.

17. Click the Refresh link label in the Import Contacts - Batches window. If the import is successful, the Import - Contacts list will be blank.