Import Prospects Configuration

In this area, you can manage the mapping files used to import prospects into the system. Mapping files ensure that prospect information imports to the appropriate account fields. Data only imports to fields included in the selected mapping file. You can set any fields you want to exclude as Do not import, either individually or as a range of fields. You must create separate mapping files for business and individual prospects, as the account fields differ.

You can create as many mapping files as you need, but use intuitive naming to help users select the correct one when importing prospect files. You cannot edit or delete a mapping file that an existing prospect file uses as its source.

After you create the mapping files you need, refer to Import Prospect Files for information on uploading prospect files into the system and then Import Prospect Batches for information on importing the data from those files to prospective client accounts.

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:

   • 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 Prospects on the navigation panel.
4. Click the column heading to change the sort order of the list if necessary.
   
   You can do the following from here:
   
   • Add a Mapping File

     Mapping files are used to match data in prospect spreadsheets to the corresponding account fields so that your prospects' data imports to the appropriate location.

     1. Do one of the following:
        • Click the Add button to the left of the list.
        • Press [Insert] on your keyboard.
     2. Enter a Description of this file mapping.
     3. Select a Prospect type of Business or Individual.
     4. Select a File Format.
     • CSV
     • Excel Workbook
     • Fixed Field
     • Other Delimited
     • Tab Delimited
     5. Choose a Case.
        • All Upper Case: Data imports into Applied Epic in all upper case letters, regardless of the format of the source file.
        • File Format: Data imports into Applied Epic using the same case for each letter as the source file.
     6. To import a formal salutation for each prospect in the mapping file who has both a Prefix and Last Name value (e.g. Ms. Smith), select the Default formal salutation checkbox.
     7. A set of mappings defaults into the Mappings list. You can do the following if necessary:
        
        • Add a Mapping
          1. Click the Add button to the left of the list.
          2. In the Define Mapping window that displays, select the Do Not Import checkbox if this field should not be imported into Applied Epic.
             
             Note: 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 within the mapping.
          3. Choose an Area and Sub-area.
          4. Select the Applied Epic Field into which the item will populate.
          5. Enter a Description.
          6. Choose a Format if applicable.
          7. Enter a Length if applicable.
          8. Click Finish if you have no more mappings to add, or 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.
          3. Click Finish.
        • 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.

     To move an item up or down in the Mappings list, click on the item and then click the up arrow or down arrow to the left of the list.

     Note: If you want to return the set of mappings for the selected risk type and application combination to the system defaults, click the Restore Default Mappings link label above the Mappings list.

     8. Click Finish to enter the record.
        
        Click Cancel or press [Esc] to exit the workflow without saving any of your changes.

   • Copy a Mapping File
     1. Click to highlight the mapping file in the list and then do one of the following:
        
        • Click Actions > Copy Mapping File on the options bar.
        • Click Actions > Copy Mapping File on the menubar.
     2. You are prompted, "Do you wish to copy the selected mapping file?" Click Yes.
     3. Make changes in the available fields to the right as necessary.
     4. A set of mappings defaults into the Mappings list. You can do the following if necessary:
        
        • Add a Mapping
          1. Click the Add button to the left of the list.
          2. In the Define Mapping window that displays, choose a Field.
          3. Select the Do Not Import checkbox if this field should not be imported into Applied Epic.
          4. Enter a Description.
          5. Select a Format.
          6. Enter a Length if applicable.
          7. Click Add to add another mapping.
             
             Click Finish if you have no more mappings to add.
             
             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.
          3. Click Finish.
        • 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.

     To move an item up or down in the Mappings list, click on the item and then click the up arrow or down arrow to the left of the list.

     Note: If you want to return the set of mappings for the selected risk type and application combination to the system defaults, click the Restore Default Mappings link label above the Mappings list.

     5. Click Finish to enter the record.
        
        Click Cancel or press [Esc] to exit the workflow without saving any of your changes.

   • Edit a Mapping File

     You cannot edit or delete a mapping file that an existing prospect file uses as its source.

     1. Click to highlight the mapping file in the list and then do one of the following:
        • Click the Edit button to the left of the list.
        • Double click the mapping file.
     2. Make changes in the available fields to the right as necessary.
     3. A set of mappings defaults into the Mappings list. You can do the following if necessary:
        
        • Add a Mapping
          1. Click the Add button to the left of the list.
          2. In the Define Mapping window that displays, select the Do Not Import checkbox if this field should not be imported into Applied Epic.
             
             Please note that the mapping must match the document being imported, and all columns must be matched. Even if a column that will not be imported, it must be defined within the mapping.
          3. Choose an Area and Sub-area.
          4. Select the Applied Epic Field into which the item will populate.
          5. Enter a Description.
          6. Choose a Format if applicable.
          7. Enter a Length if applicable.
          8. Click Add to add another mapping.
             
             Click Finish if you have no more mappings to add.
             
             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.
          3. Click Finish.

        • 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.

     To move an item up or down in the Mappings list, click on the item and then click the up arrow or down arrow to the left of the list.

     Note: If you want to return the set of mappings for the selected risk type and application combination to the system defaults, click the Restore Default Mappings link label above the Mappings list.

     4. Click Finish to save your changes.
        
        Click Cancel or press [Esc] to exit the workflow without saving any of your changes.

   • Delete a Mapping File

     You cannot edit or delete a mapping file that an existing prospect file uses as its source.

     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.

   • Print a List of Mapping Files
     1. To print the list of mapping files, do one of the following:
        • Click the Print button to the left of the list.
        • Click Print < Listview on the options bar.
        • Click File > Print > Listview on the menubar.
     2. Print this list as you would any other document.