Client, Sites & Users Import - CSV/XLS/Spreadsheet Method

In this guide we will cover:

How to Import Clients & Sites using CSV/XLS/Spreadsheet Method
How to Import Users using CSV/XLS/Spreadsheet Method
Finding additional fields to Import

Configuration Settings Guides:

Users General Settings

How to Import Clients & Sites using CSV/XLS/Spreadsheet Method

This guide covers how to import Clients and Sites using an XLS Template. This spreadsheet is used for creating new, or updating existing Client and Site Records.

Navigate to Configuration > Users > General Setting. Head to the Imports section and set the "Unique identifier for Clients" and "Unique Identifier for Sites". The fields specified here will be used to match imported records to existing records, allowing existing Clients and Sites to be updated rather than duplicated. Sites will always take into account the Client, meaning even when matching on name you can create multiple Sites with the same name, providing they belong to different Clients.

Fig 1. Unique identifiers

Next you will need to configure your XLS file ready to be imported. Click the hyperlink shown in Figure 1, or open the import screen and click "Download Samples" to download the XLS templates. This will download a folder called "importspreadsheetsweb".

Opening this folder will show the sub-folder "ExampleSpreadsheets" which when opened will show all available XLS templates.

Within this folder locate and open the XLS file titled "Clients and Sites".

Fig 2. Clients and Sites XLS template

Click into the "IMPORT DATA" sheet and, without changing the blue column headings, remove the example data.

Fig 3. Import Data sheet

You can now enter your Client and Site data in the relevant column. If you are creating multiple sites under one Client, add each Site as a new row, ensuring the field set as the "Unique identifier for Clients match on each, while the "Unique identifier for Sites" differs.

Important! You must ensure the Unique identifier for your Clients and Sites are included in this file in order for existing records to be matched. If the unique identifier is not present a new record will be created for every Client and Site.

Once you have entered all Client and Site data, save your spreadsheet with an identifiable name.

In Halo, return to Configuration > Users > General Settings, and click "Import Customers & Sites".

Fig 4. Import Clients and Sites button

If your File Explorer does not open automatically, click "Choose File".

Fig 5. Choosing a file

Once you select your file, the data will show on the import screen. Check you are happy with the data, then select the rows you would like to import using the checkboxes, or select them all using the checkbox on the top left. Then click "Start" to run the import.

Fig 6. Importing values

You will now see any new records in your Client/Site Area.

Fig 7. Imported Clients

Note: To import Clients as Accounts, simply select the "Import Accounts" option in Configuration > Users > General Settings instead. The same XLS template can be selected here, the import will automatically apply the criteria to create the Client as an Account. This button will only show if Accounts and Prospects have been enabled.

How to Import Users using CSV/XLS/Spreadsheet Method

This guide covers how to import Users using an XLS Template. This spreadsheet is used for creating new, or updating existing User Records.

Navigate to Configuration > Users > General Setting. Head to the Imports section and set the "Unique identifier for Users". The fields specified here will be used to match imported records to existing records, allowing existing Users to be updated rather than duplicated.

Fig 8. Unique identifiers

Next you will need to configure your XLS file ready to be imported. Click the hyperlink at the top of Figure 10, or open the import screen and click "Download Samples" to download the XLS templates. This will download a folder called "importspreadsheetsweb".

Opening this folder will show the sub-folder "ExampleSpreadsheets" which when opened will show all available XLS templates.

Within this folder locate and open the XLS file titled "Users".

Fig 9. Users XLS template

Click into the "IMPORT DATA" sheet and, without changing the blue column headings, remove the example data.

Fig 10. Import Data sheet

You can now enter your User data in the relevant column.

Important! You must ensure the Unique identifier for your Users is included in this file in order for existing records to be matched. If the unique identifier is not present a new record will be created for every User.

Once you have entered all User data, save your spreadsheet with an identifiable name.

In Halo, return to Configuration > Users > General Settings, and click "Import Users".

Fig 11. Import Users button

If your File Explorer does not open automatically, click "Choose File".

Fig 12. Choosing a file

Fig 13. Importing values

You will now see any new records in your Users Area, and in the Sites & Users tab of the relevant Client.

Fig 14. Imported Users

Note: To import Users as Prospects, simply select the "Import Prospects" option in Configuration > Users > General Settings instead. The same XLS template can be selected here, the import will automatically apply the criteria to create the User as a Prospect. This button will only show if Accounts and Prospects have been enabled.

Finding additional fields to Import

Site Fields

To import specific Site Fields to your spreadsheet, you will need to add columns with the Site Field name to import, prefixed with "SF" as the Column Header. For example, "SFSite Access Code".

Fig 15. Importing Site Fields

Custom Fields

Custom Fields can be imported via the Spreadsheet. To do this add the Custom Field name to import, prefixed with "CF" as the Column Header. For example, "CFImportantUser" (As custom fields do not contain spaces).

Fig 16. Importing Custom Fields

System Fields

If there is a particular field you would like to populate upon import you can add this to the spreadsheet. To find the correct header name for this field you will need the JSON name of the field. To find this, simply append "&showfieldnames=true" on your URL. This will display your instance with the JSON field names in braces (curly brackets) above the field.

Note: This method may not work for all fields. If you are unable to import to a certain field in Halo please contact Support for assistance.

In the below example I am looking to set the "Account Manager" for my Client.

Fig 17. JSON field name

Copy the value between the brackets and paste this as a column header.

Fig 18. Adding the Account Manager field to the import spreadsheet

Run the import as normal, and the field will update to the specified value.

Fig 19. Imported Account manager field

Alternative method for finding System Fields and Field Values

If using the JSON name does not successfully import the values to the field, or if you need to know the format for the value you are importing into a field, you can use the Developer Console to find the correct header name. First locate the field in Halo, before editing the field you will need to open the Developer Console which can be accessed by clicking function (fn) and f12. Now edit the field setting the value to the value you would like to import, and view the changes in the Network tab of the Developer Console.

In the below example I am looking to set the "Product tax code" for my Clients.

Fig 20. Network tab

When I click "Save" additional entries will show. Select the entry with the entity name, in this case "Client", as this is the entity being updated. Click the "Payload" tab and expand the section.