Difference between revisions of "Import clients from Excel"

Latest revision as of 10:11, 15 April 2024

Import clients from Excel page: http://cloud.protemos.com/client-import/index

Watch our video tutorial on how to import clients —

If you already have the list of clients, contacts, and prices, you can easily import it on this page without entering such information manually.

First of all, before downloading the templates for importing, add the system values to the system because you'll need to select them from dropdown lists in the templates when populating them with the clients' info.

It helps to avoid related errors when uploading the templates back into the system. The system values are language pairs, services, specializations, units, and currencies.

If you need to specify clients' statuses and sources when importing, please make sure that you add them in advance as well.

So, to import clients, go to the Clients page and click the "Import from Excel" button:

The clients’ information is imported step-by-step.

Please note that you have to import the Clients.xls template first so that client profiles are created (this template also allows you to enter general information about clients). Once it is done, you may import the other templates in any order:

• Clients contacts — for entering the contact information.

• Clients prices — to import prices for clients.

• Clients payments — to import payments from clients.

To import clients:

1. Download the template file for import by clicking the "Download Excel template" link, and fill it out.

2. Click the "Choose file" button to upload the template with your information into the system.

3. Click the "Submit" button to import the template:

If the filled file has no mistakes, the information from it will be imported into the system.

Otherwise, the file will be returned with an indication of the found mistakes in the Errors column. Correct the mistakes to be able to import the information again.

Note: The importing feature can only be used for creating new profiles. It cannot be used for updating already existing ones (in this case, the template will be re-downloaded with a notification that the names are already used).

Import clients' general information

1. Download and open the Clients template. Here you can see the following:

2. Copy and paste the required information about clients.

• The following fields are mandatory to fill in: First name; Last name; Email; Name; Type; Default legal entity; Status; Default currency.

Also, you may fill in the "Can login" and "Assignable" fields so that you do not specify these settings manually for each client after the template is already imported (please check the instructions below).

• The “First name” and “Last name” fields refer to the first and last names of the primary user (a company representative who you contact the most with).

• The “Name” field is used for specifying the company’s name (if the profile type is “Individual”, then you may specify the first and last names of the primary user in this field).

3. You need to select required fields from drop-down lists: Type, Default legal entity, Status, Source, Country, and Default currency.

• Type — сompany, individual:

• Default legal entity — if you are using more than 1 legal entity for your business, you may enter them all into the system. For more info, please check the Legal entities page:

• Status — you may add new statuses before importing the template. For more details, please check the Clients statuses page:

• Source — you may add new sources before importing the template. For more details, please check the Clients sources page:

• Country — should be specified using ISO-3166 alpha-2 code (see the list of codes here — https://en.wikipedia.org/wiki/ISO_3166-1):

• Default currency — you should define this list for your account in Protemos before downloading the template. For more details, please check the Currencies page:

4. You need to enter 1 or 0 in the required Can log in and Assignable fields.

• Can log in:

1 — clients will be able to log in (in that case, clients will get invitation emails from the system once you import the template).

0 — clients will not be able to log in (in that case, invitation emails from the system will not be sent, but you can invite clients later).

If this field is left blank, the clients will not receive the invitation emails and will not be able to log in.

• Assignable:

1 — clients will appear in the drop-down lists while creating projects.

0 — clients will not appear in the drop-down lists, thus, you will not be able to create projects for these clients.

If this field is left blank, the clients will not appear in the drop-down lists.

You can change this setting in clients' profiles at any time.

Note: If there are any errors, the file will be re-downloaded with mistakes indicated in the "Errors" column. Fix the errors and upload the file again.

Import clients' contacts

1. Download and open the CLIENTS CONTACTS template:

2. Copy and paste the required information about your clients' contacts:

• The following fields are mandatory to fill in: Client name; Name; Email.

Also, you may fill in the "Is invoicing" field so that you do not specify this setting manually for each contact person after the template is already imported (please check the instructions below).

• Specify the company name in the "Client name" field or the person's name if the profile type is "Individual" (as in the example below):

• Specify the contact's name in the "Name" field.

• If you need to import multiple contacts of the same company, input each contact in a separate row:

3. You need to enter 1 or 0 in the required Invoicing field.

1 — this contact person will be added automatically as the default recipient when sending invoices to the client via the system.

0 — this contact person will not be getting invoices as a default recipient every time you send the invoices from the system.

If this field is left blank, the contact person will not be getting invoices as a default recipient.

You may select and remove the recipients of invoices before sending the email right on the Send invoice page.

You can always change this setting in the client profile.

Note: If there are any errors, the file will be re-downloaded with mistakes indicated in the "Errors" column. Fix the errors and upload the file again.

Import clients' prices

1. Download and open the CLIENTS PRICES template:

2. Copy and paste the required information about your clients.

3. Please select the required Service, Languages, Specialization, Unit, and Currency from drop-down lists. You should define system values before downloading the template.

4. If you need to enter specific prices for different specializations, language pairs, services, currencies, and units for the client, you should add all needed combinations in a separate line as shown in the example below:

Note: If there are any errors, the file will be re-downloaded with mistakes indicated in the "Errors" column. Fix the errors and upload the file again.

Import clients' payments

1. Download and open the CLIENTS PAYMENTS template:

2. Copy and paste the required information about your clients.

3. Please select the required Payment method and Currency from drop-down lists. You should define Payment methods and Currencies before downloading the template.

Note: If there are any errors, the file will be re-downloaded with mistakes indicated in the "Errors" column. Fix the errors and upload the file again.