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Last updated: 2025-11-21


Data Import - Import Process


Overview


The Data Import feature allows users to import record types (contacts, businesses, advisors, agencies) into SmartOffice. When importing a record type for the first time, the system saves the user's configuration settings as an "import setup" that all office users can reuse for future imports of similar files.


Initial Import Process


The first-time import involves these key steps:


  1. Access the wizard via Utilities > Data Import Wizard
  2. Name the setup and select the record type to import
  3. Choose the file and configure import options including:
  • Data format (CSV)
  • Character encoding
  • Column heading detection
  • Field separators
  • Phone number formatting preferences
  • Date format specifications
  1. Set additional options such as assigning a primary advisor, designating record types/sources, or creating business records if needed
  2. Map columns from the import file to SmartOffice database fields
  3. Select matching method - either SmartOffice's default algorithm or a custom approach using specific fields
  4. Execute the import by selecting "Save & Run Import" or "Save Import Setup"

The system provides duplicate detection and allows users to view imported records within automatically-created or designated sets.


Subsequent Imports


Once an import setup exists, users can rapidly re-import similar files by selecting the saved setup and running it with minimal reconfiguration needed.


Setup Modifications


Users can edit existing import setups through the "Edit Setup" option, adjusting settings and column mappings as necessary for evolving file formats.


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