Acute Data Systems

Importing Data to Zoho FSM

Data from external sources can be added to Zoho FSM. You can easily populate data in the modules in bulk. External data can be imported to Zoho FSM in three simple steps:

  1. Upload your data file
  2. Choose your import option
  3. Map fields in Zoho FSM to columns in your data file

Import Checklist

  1. Only users with the Administrator profile can import data into FSM.
  2. The data import file must be in the CSV (filename.csv) file format.
  3. Each column in the CSV file will be mapped to the field in the module that matches its column header. Ensure that the first row in the CSV file lists the field names. Also ensure that there is at least one data value in the columns, otherwise the column will not be listed in Import Data – Map Your Data screen.
  4. More than 10 blank rows in the file might indicate the end of the file and the data after the blank rows will be ignored during import. Make sure not to leave blank rows in between rows of data.
  5. In case multi-currency is enabled and the Currency field is not mapped in the CSV file, then the base currency will be added to the records. Even when the Currency field is mapped but the mapped column has empty values, the base currency will be added to the records.
  6. Workflow rules triggered by Created, Edited, or Created or Edited will not apply to records that have been added or modified through data import.

Guidelines Specific to Fields

While using different field types, you need to keep in mind certain guidelines:

Lookup field

  1. Ensure that the records for lookup field values are already created. For example, if you are trying to import Contacts, ensure that the parent Companies that you want to associate with the Contacts are already added to Zoho FSM.
  2. For Lookup fields like Company Name, you need to select the identifier (Company ID, Company Name) to which you want to map the values in the corresponding columns in the CSV file.

Import Limits

  1. The maximum allowable size limit of the data import file (CSV file) is: Free: 1 MB Standard: 5MB Professional: 5MB
  2. A maximum number of records that can be imported using a single import file are: Free: 1000 Standard: 10000 Professional: 20000
  3. At the organization level, only one data import can be done at a time, even across modules.

Import Data to a Module

Follow the steps below to import data to a module:

    1. Select the module to which you want to import data.
    2. Click Import Data.
    3. Click Choose File to upload your CSV file or drag and drop it.
    4. Click Next to proceed.
      – You can choose the character set with which to parse your CSV file.
      – You can choose the way in which the imported data gets added in the module:
         a. Add as new [Records]: The entries in your CSV file will be added as new records in FSM. Use Skip existing [Records] based on to skip entries in your CSV file that have already been added to FSM.
         b. Update existing [Records] only: The entries in your CSV file will be used to update the existing records in FSM using the field chosen in Find existing [Records] based onUse Don’t update empty values for existing [Records] to avoid overwriting values in the existing FSM records with empty values in your CSV file entries.
      c. Both: You can import new [Records] as well as update existing [Records] in FSM. The existing records will be updated using the field chosen in Find existing [Records] based on. Use Don’t update empty values for existing [Records]to avoid overwriting values in the existing FSM records with empty values in your CSV file entries.
    5. While importing Service/Part, you need to select the required entity from the Select layout to import Service and Parts dropdown.
    6. From the Fields in FSM dropdown, select the [Module] fields to map the corresponding value to under Columns in File. Click Import to proceed.
      – By default, Auto Mapping of fields will be applied. This will automatically map the columns in the CSV file to the corresponding fields in the module. Each column in the CSV file will be mapped to the field in the module that matches its column header. Use Reset Field Mapping to remove the field mappings.
      – Use Replace Empty Values to add any specific value to the fields whose value have been left empty in the CSV file.
      – For Lookup fields like Company Name, you also need to select the identifier (Company ID, Company Name) to which you want to map the values in the corresponding columns in the CSV file. Ensure that the records for lookup field values are already created.
      – Ensure that there is atleast one data value in the columns in the import file, else the column will not be listed under Columns In File.
    7. Click Yes, Initiate Import to proceed.
      If you are adding new tax information, then the following popup will be displayed. Choose the desired option and click Continue.
    8. An in-app message and email notification will inform you of the import completion. Refer to the attachment in the email to see details of the errors that occurred during import.
    9. The changes from the import can be viewed in the respective module.
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