Import/Export Contacts Configuration

This area allows you to configure mapping files for use in importing and exporting contacts. These mapping files ensure that exported files contain all desired data and that each field matches correctly when a user imports a contact file.

Use the default files provided, or create custom mapping files to suit your needs. You can add or remove fields as necessary, but you can only use each field once per mapping file (to prevent duplicate mappings). If you have used all mapping fields and need to add additional columns, you can select the Do not import checkbox for these fields. However, information in these fields consequently will not import or save to the contacts in your system.

Make sure to include the Unique ID field in any mapping file used to update existing contacts. Every Applied Epic contact has a Unique ID value, which the system uses to identify the contacts to update upon import. It 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.

1. From the Home screen, do one of the following:
   
   • Click Configure on the navigation panel.
   • Click Areas > Configure on the menubar.
   • Click the down arrow next to Home on the options bar and select Configure.

From any other area of the program, do one of the following:

1. • Click the down arrow to the right of the Home options bar button and select Configure.
   • Click Home > Configure on the menubar. The Configure screen displays.

2. Click Account on the navigation panel or Areas > Account on the menubar.
3. Click Import/Export Contacts on the navigation panel.
4. To sort the list, click the heading of the column by which you want to sort.

You can do the following from here:

1. • Add a Mapping File

     The mapping must match the document being imported and all columns must be matched. Even if a column will not be imported, it must be defined in the mapping.

     1. Do one of the following:
     2. • Click the Add button to the left of the Import/Export Contacts list.
        • With focus on the Import/Export Contacts list, press [Insert] on your keyboard.

     2. In the Detail frame, select Contacts from the Type dropdown menu.
     3. Make a selection in the Detail dropdown menu:
        
        • Business
        • Individual
     4. Enter a Description.
     5. Select a Case:
        • All Upper Case: Data imports in capital letters, regardless of the format of the source file.
        • File Format: Data imports using the same case for each letter as in the source file.
        • Upper and Lower Case: Data imports in title case (each word begins with a capital letter), regardless of the format of the source file.
     6. If this file mapping is specific to an account or accounts, click the Associate/View File to Account(s) link label.
        1. In the Account Association pop-up window, click the Select by account radio button.
        2. Make a selection in the Locate by dropdown menu and enter a full or partial search term.:
        3. Select the Insureds and/or Prospects checkboxes as appropriate.
        4. Click Locate.
        5. Click on the account in the Results list and click the down arrow to move it to the Selected list. To move all of the items to the Selected list, click the double down arrow.

        Note: To remove an account from the Selected list, click on the account and click the Remove button. To remove all of the selected accounts from the list, click the Remove All button.

        6. Click Finish.
     7. A set of mappings defaults into the Mappings list. You can customize the mappings by doing any of the following:
        
     8. • Add a Mapping
          1. Click the Add button to the left of the Mappings list.
          2. In the Define Mapping window that displays, choose a Field from the dropdown menu.
          3. The default Description populates, but you can change it if necessary.
          4. If you do not want this field to import, select the Do Not Import checkbox.
          5. Click Add to accept the changes and add another mapping.
             
             Click Finish to accept the changes without adding additional mappings.
             
             Click Cancel or press [Esc] to close the window without saving your changes. You are prompted, "Do you wish to discard changes?" Click Yes.
        • Edit a Mapping
          1. Click to highlight the mapping in the list and then do one of the following:
             • Click the Edit button to the left of the list.
             • Double click the mapping.
          2. In the Define Mapping window that displays, make any necessary changes to the settings:
          1. The default Description populates, but you can change it if necessary.
          2. If you do not want this field to import, select the Do Not Import checkbox.
          3. Click Finish to accept the changes.

          Click Cancel to discard the changes.

        • Delete a Mapping
          1. Click to highlight the mapping in the list and then do one of the following:
             • Click the Delete button to the left of the list.
             • Press [Delete] on your keyboard.
          2. You are prompted, "Do you wish to delete this record?" Click Yes.
        • Change a Mapping Order

          To move a mapping up or down in the list, click on it and then click the up arrow or down arrow .

        • Restore Default Mappings
          1. Click the Restore Default Mappings link label above the Mappings list.
          2. A confirmation message displays:
          • Click Yes to discard all changes to the mapping file and reset all mappings to their defaults.
          • Click No to cancel the action and retain your current mappings.

     8. Click Finish to save your changes.
        
        Click Cancel or press [Esc] to exit the workflow without saving changes.
   • Copy a Mapping File

     The mapping must match the document being imported and all columns must be matched. Even if a column will not be imported, it must be defined in the mapping.

     1. Click to highlight the mapping file in the Import/Export Contacts list and then click Actions > Copy Mapping File on the options bar or the menubar.

     2. You are prompted, "Do you wish to copy the selected mapping file?" Click Yes.
     3. Complete the Add a Mapping File workflow, beginning with step b.
   • Edit a Mapping File

     The mapping must match the document being imported and all columns must be matched. Even if a column will not be imported, it must be defined in the mapping.

     1. Click to highlight the mapping file in the Import/Export Contacts list and then do one of the following:

        • Click the Edit button to the left of the list.

        • Double click the mapping file.

     2. Complete the Add a Mapping File workflow, beginning with step b.

   • Delete a Mapping File

     1. Click to highlight the mapping file in the list and then do one of the following:

        • Click the Delete button to the left of the list.

        • Press [Delete] on your keyboard.

     2. You are prompted, "Do you wish to delete this record?" Click Yes.