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Importing Names into HireTrack NX |
  
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Importing Names into HireTrack NX |
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File Format
HireTrack NX expects data to be imported from CSV (Comma Separated Values) files, which are universally used for such purposes. CSV files are just text files that contain lines (rows) of data with each field (column) being separated by a comma. If Microsoft Excel© is installed it will be usually be considered the default editor for a CSV file, but other spreadsheet applications like Open Office Calc will also work well as editors. Alternatively a CSV file can be opened with Notepad, although this is not an easy way to work. The HTNX_CompanyImport.csv file is available for download or it can be generated directly from the Import page in HireTrack NX itself (go to the Software Configuration tab, General, then select Importing from the drop down list).
Note: when editing the CSV file please observe the following rules:
| • | do NOT delete the column headings row (i.e. the first row). |
| • | do NOT change the text of the column headings. |
| • | do NOT put commas in any of your data if you can avoid it. If you must use a comma then surround your entire text in double speech marks, e.g. "Navigator Systems, Ltd.". |
| • | do NOT save the file in your spreadsheet editor's default file format, e.g. an Excel file. When saving, if prompted that saving in CSV format will "leave out incompatible features", agree to this and click YES. |
How to fill in the Company/People CSV sheet
The table below lists all the data that can be imported into the Address Book in HireTrack NX. Although 20+ fields are available, only 1 of these is mandatory. Please read through the information column for each field to understand its function and to ensure that you use the correct format. For text fields the maximum size allowed is given in brackets.
For each company ("Company Name") you must enter a row for each unique piece of information that you want to be recorded in the database.
This will depend on whether or not you need to include specific people working for that company , i.e. uniquely identified by a Person's First Name and Last Name.
Taking this into account there are four possible scenarios that will determine how many rows per product type you will need to include:
| • | For many companies you will only need a single row because you may not have names of people working for that company. |
| • | If you have 4 unique people working for that company, then you will need 4 rows to capture this information. |
Note: repeated rows for the same company need to contain the same values for all the data that is not unique. DO NOT leave empty cells, but copy and paste repeated data.
Importing the Data
HireTrack NX can import the file directly. Go to the Software Configuration tab, General, then select Importing from the drop down list. Any errors in the file format or with the data in the file will be checked when you press the VALIDATE IMPORT FILE before any data is imported and feedback for correction given to the user. Once the Successful Validation is complete, press DO IMPORT.
FIELD |
Required |
Value & Max Size |
INFORMATION (important, please read) |
|---|---|---|---|
COMPANY NAME |
Yes |
Text (50) |
The Name of the Company or Corporation. This will be for all Customers, Vendors & Venues. HireTrack has only 1 company address book. |
ADDRESS 1 |
No |
Text (50) |
Main Company Address |
ADDRESS 2 |
No |
Text (50) |
Second Line of Main Company Address (if needed) |
ADDRESS 3 |
No |
Text (50) |
Third Line of Main Company Address (if needed) |
TOWN |
No |
Text (50) |
The Town or City Address of the Company |
COUNTY |
No |
Text (50) |
The County, State or Province of the Company |
POSTCODE |
No |
Text (50) |
The Postal Code or Zip Code of the Company |
COUNTRY |
No |
Text (50) |
The Country of the Company |
TELEPHONE |
No |
Text (50) |
Company Main Telephone Number |
FAX |
No |
Text (50) |
Company Main Facsimile Number |
MOBILE |
No |
Text (50) |
Company Main Mobile Number |
No |
Text (50) |
Company Main Email Address |
|
URL |
No |
Text (100) |
Company Main Website Address |
ACCOUNT REF |
No |
Text (12) |
Accounts Reference Code. Also Called Customer Short Code |
CUSTOMER |
No |
True/False |
Enter TRUE if this company is a Customer. Enter FALSE if it is not. |
SUPPLIER |
No |
True/False |
Enter TRUE if this company is a Vendor or Supplier. Enter FALSE if it is not. |
CONTACT FIRST NAME |
No |
Text (35) |
Enter the contact PERSON's first name. This name will be entered in the People Address Book |
CONTACT LAST NAME |
No |
Text (50) |
Enter the contact PERSON's last name. This name will be entered in the People Address Book |
CONTACT TELEPHONE |
No |
Text (50) |
Enter the contact PERSON's telephone number. This number will be entered in the People Address Book |
CONTACT MOBILE |
No |
Text (25) |
Enter the contact PERSON's mobile number. This number will be entered in the People Address Book |
CONTACT EMAIL |
No |
Text (50) |
Enter the contact PERSON's Email Address. This address will be entered in the People Address Book |
MAIN CONTACT |
No |
True/False |
If this person is the Main Contact for that company, then enter TRUE, otherwise enter FALSE |