Import Prospect Files

The Import Prospects feature enables you to add a list of prospects to the system quickly and easily. Once your organization has configured mapping files, you can upload files containing prospect data in any of the following formats:

• XLS
• XLSX
• CSV
• DAT
• XT

You must use the specific mapping file for businesses or individual persons to ensure that the appropriate fields import for each prospect. After importing your prospect file(s), you must then import prospect batches to add the data from each file to Applied Epic. You cannot delete an imported prospect file that an existing prospect batch uses as its source.

Ensure that postal codes in the import file do not exceed six digits, and include a valid three-character country code for any countries listed in the import file. For a current list of valid codes, refer to the International Organization for Standardization (ISO) website.

To set up the actions to be taken following the import, configure the Import Prospects activity code in Activity Code Configuration before importing prospects. In System Event Configuration, ensure that Generate activity for event automatically is selected for the Import Prospects activity.

Access Import Prospect Files

Access the Import Prospect Files screen to upload new files containing prospect data or delete existing files that are not used as the source of an imported prospect batch.

1. From the Home screen, do one of the following:
   

   • Click Procedures on the navigation panel.
   • Click Areas > Procedures on the menubar.
   • Click the down arrow next to Home on the options bar and select Procedures.

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 Procedures.
   • Click Home > Procedures on the menubar.

2. Click Import on the navigation panel or Areas > Import on the menubar.
3. Click Prospect Files on the navigation panel.

Add (Import) a Prospect File

Use this option to add a new prospect file entry and upload a file containing prospect data. You must complete this workflow before you Import Prospect Batches to import the prospect data. Before importing a prospect file, consider temporarily disabling Duplicate Account Check. The Duplicate Account Check is quite sensitive and might exclude prospects you intend to import. For example, it might prevent Laser Performance from importing because it shares the string ser with an existing account called Insurance Service. However, keep in mind that if you do disable the Duplicate Account Check, you may import duplicate accounts. Reenable the Duplicate Account Check after the import to prevent duplicates during manual account creation.

1. Click the Add button .
2. Enter an intuitive Description to help you select the correct option later when importing the prospect batch.

3. From the Prospect Type dropdown, select Business or Individual.

4. Choose the Mapping file for the Prospect Type you selected.
5. In the File to load field, click the lookup button . In the Select File pop-up window, locate the file and click Open.
6. Only select the Import first row checkbox if the first row contains prospect data. Do not select it if the first row contains column headings.
7. Click the Load File button to begin uploading the file. A Saving status displays.
8. Click the Refresh link label in the header to update the status to Created.
9. Click Link to Error Log in the File section to open the Import Prospects Error Log and check for errors.
• If no errors occurred, the log file displays with a blank Error Messages column.
• An error occurs any time a field contains a value that the system does not recognize as valid for that field. The row containing the field fails to import and the Error Message column displays error details on the same row. Use the error log to save the rows with errors and make changes so you can reimport the data.

Note:  If the system is configured to check for duplicates when adding new accounts, it will not import any rows containing data already entered in the system.

• If Truncated displays in an error message, it means that entries in one or more columns exceed the corresponding field’s character limit.
• If multiple errors occur, not all of them display at once. Correct the first error and run the import again to view additional errors, then repeat the process as necessary.

10. Repeat this process for any additional prospect files you want to upload. Then perform the Import Prospect Batches workflow to import the data from an uploaded prospect file into the system.

Delete an Imported Prospect File

You can only delete a prospect file if it is not already used as the source of a prospect import batch (for example, a file that you used to perform a test). To avoid accidentally importing erroneous data, make sure to delete any unnecessary prospect files.

1. In the Import Prospect Files frame, select the file in the list. Click on a column heading to change the sort order if necessary.
2. Click the Delete button .
3. Repeat this process for each imported prospect file you want to delete.