Import Data for Reseller
Both a reseller and a client can import data into a client account. When there are large amounts of data already organized in columns, like in a spreadsheet or a database, it is quicker to import the data into bizdoconline rather than manually reentering it.
CSV File Data Export Tutorial Links
- Convert MSSQL table to csv file
- Convert MySQL table to csv file
- Convert MS Access table to csv file
- Convert Excel spreadsheet to csv file
- Convert OpenOffice to csv file
- Convert LibreOffice to csv file
Before uploading data into the online database, there are issues that need to be taken care of. For example, each type of data, like company names, needs to be inserted into specific fields in the database and unnecessary data needs to be removed. Fortunately, the importer application will take care of this.
- Secure the BizDoc_Importer.zip file and unzip it to an executable (.exe) file.
- Gather data for: companies, people, group owners, and professional resources.
- Save the data to .csv files (comma separated values).
- Process the .csv files using BizDoc_Importer.exe.
- Import new .csv files created in BizDoc_Importer.exe.
Company data is described in this ‘Help’ file but each type of data is imported in the same manner.
Secure BizDoc_Importer.zip File
Use the online contact form to request the importer zip file from Instructional Software, Inc. It can be used by the business service company that controls a reseller account or it can be used by the company’s clients.
Gather Source Data
The upload can include data for companies, people, group owners, and professional resources. Resources include data for accountants, attorneys, banks, brokers, realtors, and resident agents. They will be imported to different database tables so each category needs to be in a separate .csv file. You can import any number of categories without importing others.
The original data can come from nearly any data source. If it comes from a database, each of the categories listed above needs to be exported to a .csv file (comma separated values). If it is in a spreadsheet it can be saved in a .csv file format. Typical .csv data looks something like this:
"Express Paper Products" ,"100 Liberty Road","Suite 800","Seattle","King","USA"
The .csv files can be opened in a spreadsheet application where the data can be viewed and manipulated. The data in each column is imported to a single field so it is critical that each column has the same type of data, like company name, street address, suite, city, county, and country.
It doesn’t matter initially if there are unnecessary columns or rows. Keeping a header row with the names of columns can be helpful. The header row and other extra rows and columns need to be removed using the importer application before uploading to the database.
Data needs to be imported to each client account separately, but data for multiple accounts can be processed in a batch using the importer application. For example, if there are ten client accounts, each with an average of five business entities, they can be processed together. Processing requires assigning fields to columns. Doing it once rather than ten times is a serious time-saver.
Batch processing ten client accounts requires manually dividing the large file into ten small files after batch processing is finished. They can then be imported individually to each client account. Sorting the file by client account will keep the company records for each client together but, keep a note of which company records belong to each client. Try to not process more than 75 records at one time.
If some of the same resources are used by multiple clients, one .csv resource file can be imported to more than one client account.
Save Data to .csv File
Once the same type of data is in each column, save each type of data to a .csv file. (The importer application will not modify these files. It will create new .csv files ready for uploading.) The .csv files should look something like this:
Open the importer application and select the ‘Company’ option. Then press the ‘Process Company file’ button.
When the page opens, it is empty except for the ‘Locate Company Data’ button. Press the button and an ‘Open File’ dialog appears. Locate the company.csv file. When the file is open, the page will look something like the graphic below. Ensure that each column contains the same type of data before continuing.
Take this opportunity to look through the columns one more time to ensure that the same type of data is in each column. (It can’t be emphasized enough how import this is.) When ready, press the ‘Continue’ button.
On the page below, columns are matched to database fields.
Use the ‘First’, ‘Prior’, ‘Next’, and ‘Last’ buttons to move between columns. When a column matches one of the field names, check mark the field name while the column is visible and the field name will be linked to the column.
Multiple field names can be checked for each column. For example, this form contains four addresses (see below). If the ‘mail’, ‘former’, and ‘state filing’ addresses are the same as the main address, check mark all four addresses for the selected column
Assign as many columns to fields as possible. Don’t worry about any extra rows or columns. Not all field names need to be assigned to a column.
In the graphic above, there is a red box around the ‘Address Fields’ and the ‘Other Fields’ tabs. Click the ‘Other Fields’ tab to view more fields (see below). Press the ‘Continue’ button when finished assigning field names to columns. (‘Company’ is the only category that contains two tabs of field names.)
On the next page, extra rows can be removed (see below). Mark the checkbox to the left of each row that should not be imported. (Here a header row is being removed.) Press the ‘Apply’ button to remove checked rows.
The extra row(s) are removed (see below). Press ‘Continue’ when ready.
Processing a company file includes one more item (see below) than other .csv files. The entity type for each company needs to be assigned using the pull-down lists on the right side of the grid. Press ‘Continue’ when ready.
The last page of the importer app shows the fields as they will be imported. Columns that are not assigned a field name are removed. Use the horizontal scroll bar to look through the columns one more time. When ready, press the ‘Continue’ button.
When the ‘Continue’ button (see above) is pressed, a new .csv file is created. This is the file that will be imported.
Go through the same process for the other categories to be imported, like people, group owners, and the six professional resource files.
If you bulk processed multiple client accounts, now is the time to manually divide the file(s) into different files for each client account. The file names cannot be changed so put the files for each client in a separate folder. Data for each client account will be uploaded, one client account at a time.
Open ‘Import’ From Online Reseller Account
Importing the .csv files is similar for the Reseller and Client Accounts. From the Reseller account, select the name of the client (see below).
The ‘Manager Options’ page opens (see below). Ensure the ‘Maximum # of Companies’ is set for at least the number of companies being imported. Press the ‘Import Data’ button to open the client account’s ‘Upload File’ form.
If you would like a message sent to your email address describing what has been uploaded, press the ‘Yes’ button (see below) and then press the ‘Update’ button to save the change.
Use the ‘Browse’ option to locate the file to be uploaded. The file must have the same name that was assigned by the importer application. When the name of the file is displayed in the ‘Select File’ box, press the ‘Populate Data’ button to upload the file.
The file will be uploaded and displayed for review. It has not been imported to the database yet. There is a header for each column. Ensure that all data is in the correct column before pressing the ‘Import Data’ button. Press ‘Clear All Data’ if data needs to be changed before importing.
The following message will appear when the data has been successfully imported.
Go to the form where the data has been imported. (In this case, it is the ‘Company Profile’.) Ensure that the data has been imported correctly (see below). Check the data by selecting company names to the right of the form and reviewing the data for each company.
Upload and import each of the .csv files created by the importer application. Not all of the categories need to be imported. For example, if it’s easier to manually enter group owners and each of the six professional resources, just import the company and people files.
On the ‘Resources’ form it may appear that the import process has not worked (see below). Where is the data?
To access the imported data, select a resource from the ‘View Resource Categories’ list to the right of the form (see below.) Then select a company name on the right side of the form. Press the ‘New’ button at the top of the form and an empty record will appear. Use the pull-down list to view the options for the selected resources. Select the name of a resource and the empty textboxes will fill with the data that was imported for the selected resource.
Links Between Data
Basic data can be imported, but links between data cannot. For example, data for companies and people can be imported but the titles and responsibilities for each person in each company must be entered manually using the ‘Titles and Responsibilities’ form. (There is a ‘Help’ file for the ‘Titles and Responsibilities’ form.)