Importing Notes

Adding the infoodle ID to your Notes data

The import system provides an example Notes CSV file that you can download and add your data to. One of the conditions you need to keep in mind is that when importing notes is that you need to use the infoode Unique ID to identify who the note is added to, and who the note was created by.

The infoodle Unique ID is created during the creation of your contacts, either when added manually, or when importing the data through the infoodle import system.

Your notes data will include the name of the contact the note relates to, so in order to import this data, you will need to add the Unique ID to your notes data. The following steps will demonstrate how you can do this.

Download the provided Excel file

The information below relates to a variation of the note-example file that you can download from within the import system. You can download this modified file here:

When you download the above spreadsheet and open it, you'll see that it consists of two sheets - notes-example and existing infoodle data. Formula have been added into highlighted columns on both sheets:

• lookup formulas added to notes-example to insert the Unique ID data obtained from existing infoodle data, and
• a formula to combine infoodle first name and last name into a single combined name (which is typically how client notes will be recorded).

The process to add your data to the spreadsheet

• add all of your contacts to infoodle either manually or through a People import
• create a People report to obtain the details for all contacts
  • Create Criteria - set no criteria - the report output will include all contacts in the CRM
  • Select Fields - select: Unique ID, Firstname, Lastname
  • Generate Results - select Show (this displays results on the screen) then Download - Plain text file (csv)
• Open the CSV file and sort the contents by Unique ID - lowest to highest
• Open the spreadsheet downloaded from above and on the notes-example sheet enter your existing notes details to the appropriate columns. The assumption here that your existing notes are for contacts whose names consist of firstname then lastname. If this isn't the case you'll need to adjust the Combined Name formula the Existing infoodle data sheet to account for this.
• Once notes-example is complete, select the Existing infoodle data tab and copy the details from the report CSV into the appropriate columns
• Ensure that there is a Combined Name for each of the contacts (copy the formula from B2)
• Check to ensure that all of the names on notes-example sheet now have an associated Unique ID number and that the number is correct for that contact (perform a random check of contacts and ID numbers)
• Save or export the notes-example sheet as a CSV file and use this as the file to import notes into your infoodle.