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If you have a .CSV file containing the extension names and numbers, along with their relevant departments, you can import it into the 'Extension Setup' by following these steps:
|Click the ‘Tools’ menu and select the ‘Import’ option, or click the ‘Import’ button on the Toolbar.|
|The first step is to locate the CSV file by using the ‘Browse…’ button (circled in the screen-shot) to open...|
|... the ‘Please Choose Import/Update File’ window. Once the 'CSV' file has been located the user selects it with a single mouse-click to highlight the entry and clicks the ‘Open’ button.|
The selected file will now be listed in the ‘Filename’ box. In this particular example, the first row of the CSV file contains column headers which need to be ignored. To do this, the user simply clicks the check-box against ‘Ignore First Line (Header Record)’, circled in the screen-shot.
The next step is to select the Fields (‘Fields In Order Of Occurrence’) which need to be used against the columns in the CSV file. A point which needs to be clarified are the ‘Hierarchy’ fields. These relate to the structure of the company or business. For example, in the case of a large corporate, the levels might look like this:
In the case of a smaller business, only one or two levels may need to be used. Of the available ‘Fields’ listed, the following are mandatory:
In other words, they must be used.
Note: If these fields do not exist as columns in the original spreadsheet, then the columns must be added before any attempt is made to perform an import into report X Setup.
If we take the ‘extensions.csv’ as an example, the ‘Fields’ that would need to be selected are:
These fields can be seen listed in the right-hand pane in the screen-shot.
The unwanted fields (circled in the screen shot) have been moved into the left-hand pane using the ‘<’ button, and the fields have been organized to correspond with the order of the CSV file using the ‘Move Up’ & ‘Move Down’ buttons. The field must firstly be highlighted, by clicking on the entry with the mouse, before any action can be taken.
Once all the fields have been selected and arranged in the correct order, clicking the ‘OK’ button will start the import of the CSV file.
A bar-graph window indicates the progress of the import. When the process is completed, the user is shown an ‘Information’ window, indicating the results of the data import.
The user is advised to check that the number of rows in the 'CSV' file correspond to the number of lines read within the file.
|Clicking on the ‘OK’ button will display a second ‘Information’ window indicating the location of any exceptions encountered during the import.|