Creating/Reviewing an Import Definition

Owned by Carolynne Robertson-Dunn (Deactivated)
Last updated: Feb 17, 2014 by Diane Partridge
4 min read

You must create an import definition before you can import data into Readysell.

This is usually done by Readysell staff. You should not attempt to create an import definition unless you are familiar with the process.

Creating an import definition

  1. In the navigation panel, click Import/Export. The Import/Export Definitions list opens.
  2. In the definitions list, select the required Category, then select a definition that is similar to the one you wish to create.
  3. Click Copy to create a new definition.
  4. Enter a name for your definition. The name should provide a short description of what the definition is importing. For example, if you are importing Price Book data, the name of the import/export definition would include the supplier's name (e.g. "Brother Price List").

  5. Check that the category and data type are correct. For example, for a price book import, the category must be Products and the data type must be Price Book.

     Show me an example
    These fields are located at the top right hand corner of the Import/Export display window.

  6. In the Import/Export Format field, select the format of the file you want to import. This can be either CSV, XLS or XLSX.

     Show me an example
    This field is located in the second row at the top of the Import/Export display window.

  7. In the Sheet field, select the sheet within the import file where the data is located. 

     Show me an example
    The data you want to import is in the second sheet. In this case, you would need to enter 2 in the Sheet field.

  8. In the Start At Row field, enter the number of the row where the data begins. This allows you to skip over any header rows. 

     Show me an example

    In this example, there are three rows of headings, and the data begins in row 4.

     

    In this case, you would need to enter 4 in the Start At Row field.

     

  9. Open your spreadsheet so that you can compare it with the Import/Export definition and check that the columns are correct.  By Left Clicking first and Holding Down the Ctrl Button, highlight the the rows that are not required on the import and Click on 'Delete' or tick the Ignore checkbox on all rows not required. Then Modify/Add any extra Properties that are on the spreadsheets to the Import.
  10. Setting up the fields to import:
    • Column Number is the order in which the columns appear in the import file.
    • Caption is the column heading in the import file.
    • Property is the exact name of the field within Readysell where you want the data to be imported. This is case sensitive and does not include spaces. For example, the Product ID field must be entered as "ProductID"
    • Data Type is the type of data in the field. This will usually be String (for text fields) or Decimal (for currency).
    • Search Property is the property on the linked object that is to be used for matching an existing object - for example, if the Property = "PrimarySalesPerson" the search Property linked to the PrimarySalesPerson within readysell = 'UserName'.
    • Static Value. If you want to use a preset value for a specific Property you are importing, you would do this by using the Static Value field. For example, if you are importing products, you may wish to preset the field of 'TaxCodeBuy = INP - you would do this by entering "TaxCodeBuy" into the colums of 'Caption' and 'Property' and "INP" into the Static Value. Ensure that when inserting a value into the static value field, that you set the column nunber to 0. 
     Show me

    In this example, the Status will be set to "Active" for every product that is imported. Because a Static Value has been set, the column number has been set to 0.

    There is no limit to the number of static values you can have for an import, and you can have more than one column with number 0. (You cannot have more than one column for any other number.)

  11. Select the key for your import by checking the Key checkbox. The key should be a field that is unique for each row - usually this will be the Product ID. You can have more than one key, but you must have at least one.
  12. Specify which columns are required by checking the Required checkbox. If you mark a column as required, then Readysell will only import rows where that column is filled in. If the column is empty, the row will not be imported.

  13. Once you have finished, click Save and Close.

    You must close your spreadsheet before you import data from it.