Dashboard > Settings > Import/Export Data
Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project materials. This can be done per individual or by applying Permission Templates.
In order to import data into SiteMax, users will need Create permissions for Settings
Importing Data for the First Time
Importing data saves time by quickly adding or updating multiple records at once. It also ensures consistency and accuracy using a "sample CSV file" which is especially beneficial for large data.
To import data into SiteMax, navigate to the Dashboard, click on Settings, and select Import/Export Data. You can import various files such as Users, Equipment, Contacts, Vendors, Clients, Projects, Materials, and Cost Codes to simplify your work.
Tip: To ensure proper formatting of the import file, use the sample CSV file that SiteMax has provided.
Next steps after downloading the sample CSV file
After downloading the sample CSV file, you can re-format your data to match the template headers provided.
Tip: Unless you're updating existing data in the system, it's best to leave the ID field blank when filling out the sample CSV file.
Tip: When filling out the 'IS EXTERNAL' field, use '1' to indicate 'yes/true' or '0' to indicate 'no/false'. This field determines whether a user is internal or external to the company.
Once you have properly formatted your data in the sample CSV file, you can proceed to import it into SiteMax. To do this:
Importing in SiteMax: click on "Browse" and select the file you want to import, then click on the "Import" button.
Importing Contacts with Existing Contacts/Companies
When reimporting Contacts or importing new Contacts that are associated with existing Companies, there are a few extra steps involved. Please read the following guide before getting started.
Because many of your Contacts will be associated with Companies, who will also be listed as Contacts, when importing, you will need to start by separating your Companies from the individuals associated with them. Let's start with Companies first.
Remember, you must use the CSV template we provide in the Import/Export tab of your Lists view in your Company Settings. The CSV template is designed to match the fields to the system, ensuring the correct information is imported into your system.
Step 1: Export your Contacts/Companies
If Contacts and Companies are already listed in your instance, you will need to export them before importing your new list. Click on the "export data" link under the Import Contacts/Vendors/Clients section of your Import/Export tab.
Tip: Always review your exported Contact and Company list and be sure to remove any duplicates from your new data to avoid adding duplicates to the system.
Step 2: Add Companies to the CSV file
Now, add your Companies to your exported list. Be sure to include the phone numbers (column H), phone extensions (column I), and addresses (columns K through O).
Note: If your Contacts are Clients or Vendors, Companies, External (always 0) or Archived (also 0), use the 0 for No and 1 for Yes in the CSV. Leave the Company ID column blank for now.
Step 3: Import your Companies
To finish importing your Companies, download your new file as a CSV, and import it following the steps shown in the video below.
Step 4: Export your Contacts/Companies
Now, for Contacts you will want to export the Contacts/Vendors/Clients.
Step 5: Add your Contacts
Then, add your Contact details to the bottom of the new export sheet. Be sure to use the First and Last Name columns (C & D) for the individuals and leave column B blank.
Include the Emails (column G), Mobile Phone Numbers (column J) for each of the individuals. Now you will need to assign the Company ID numbers listed in column A for the Companies to the individuals associated with their respective companies in column T.
For example, in my export, I have a company named "White Whale Windows", in column A, you can see the Company ID for this company is 1000320. I would now copy this Company ID and paste it into column T for the individual contact associated with this company.
Step 6: Import your Contacts
Lastly, you should import this CSV file as demonstrated in the video below.