Importing Data

It's easy to import specific types of data into SalesConnect. These simple imports are very different from the managed, recurring data imports for trades and assets. See About Trades and Assets for more about managed, recurring data imports. The simple import tools allow you to import a variety of connectionsConnections are entities; they're the different types of companies and individuals you may need to track. SalesConnect is set up to display information about the types of connections you care about, based on the roles to which you are assigned. and other data. To import data, first you need to prepare a valid import file, then import it, and finally check the results of your import. Instructions for all of these tasks follow.

Preparing an Import File

Files for import into SalesConnect must be comma-separated values (CSV) files using Windows-1252/CP1252 character encoding and must conform to specific file layouts. You can download template import files with the appropriate encoding and layouts from within your SalesConnect application.

1. Download the appropriate comma-separated values (CSV) file import template:

   1. Using the Data Operations personaA persona is an interface set of menus and dashboard or home view that was designed for a single set of operators who share goals, skills, attitude and behavior patterns. Each persona's interface displays only the content and tools that are relevant for that group., select Data Import from the Data Management menu. Or select in the universal menu, and then select Data Import under Import.
   2. On the Manage Imports page, select Upload; an Upload File to Import page is shown.

   3. In the Import Data Type field, select the type of data that you want to import. Ignore the Select Labels To Be Applied fields that may be displayed for now; you won't need them until you are importing data.

   4. Select Template Example. Depending on the browser you're using and options you've set, you may be given an option to download; be sure to download and save it, so that you can use it to create an appropriate import file.
   5. Once you have saved the template, select Tips; some tips for importing are shown in a popup. Read through these to help ensure a smooth import of your data.

2. Open the saved import template file in your CSV editing tool, and add the data that you want to import to it.

   Tips

   • CSV files for imports must use Windows-1252 or CP1252 character encoding, to ensure that accented and other specialA special is a kind of variable you may be able to specify as a value to use in a query criterion or in other places in SalesConnect. Some specials are Current Date/Time, End of Day, and Start of Year; these specials all refer to specific dates and/or times, while other specials may return other data. When the query or other item using a special is processed, the special returns the current value that the special represents. characters (like curly apostrophes and quotation marks) are handled appropriately. You can use Microsoft Excel to work with these CSV files; Excel will use appropriate encoding for all whose default Windows Language is a Western European one like English (United States).
   • The templates that you download from SalesConnect indicate which values are required: The column name for each required value starts with an asterisk ( * ).
   • Any ID values should be SalesConnect IDs.
   • For active repsA rep is perhaps the most important contact connection in the intermediary business hierarchy. Each rep is an individual who sells funds and is affiliated with an office (and through the office, with a broker/dealer firm). Reps may also be referred to as "financial advisors." Possibly the most critical information you can track for reps are aliases, also known as trading IDs. Aliases are the IDs that associate transactions and assets with each rep. If you need to write queries or reports: The primary data for reps is stored in the Contact and Rep Profile tables. The Rep Alias table stores trading IDs associated with reps., the Trade Firm is the firmA broker/dealer firm (or broker dealer or broker-dealer) is a connection associated with intermediary business, typically a top-level organization in this hierarchy. Broker/dealer firms are also sometimes referred to as just "firms" or "brokers" or "dealers" or "financial institutions." Each broker/dealer firm may have one or more offices affiliated with it, and through these offices, reps may also be affiliated with it. A broker/dealer firm may have associated firm contacts, as well. Possibly the most critical information you can track for broker/dealer firms are aliases, also known as trading IDs. Aliases are the IDs that associate transactions with each broker/dealer firm. If you need to write queries or reports: The primary data for broker/dealer firms is stored in the Firm table. The Firm Alias table stores trading IDs associated with broker/dealer firms. or broker/dealer element of the contactAny individual person tracked in SalesConnect is a contact, which is one type of connection. So, reps, firm contacts, and office contacts—are all contacts. Partnerships and teams are also treated as contacts in SalesConnect, because you usually need to work with them in the same ways.’s primary trading IDA trading ID is a number associated with transactions that identifies the responsible firm, office or rep. A trading ID is always associated with a specific transfer agency. Trading IDs are also known as aliases., the Trade Office is the officeAn office is a connection in the intermediary business hierarchy, an organization subordinate to a broker/dealer firm. Offices are also sometimes referred to as "branches'; institutional firms have branches in SalesConnect. An office is affiliated with a single broker/dealer firm, and may have one or more reps directly affiliated with it. An office may have associated office contacts, as well. Possibly the most critical information you can track for offices are aliases, also known as trading IDs. Aliases are the IDs that associate transactions with each office. If you need to write queries or reports: The primary data for offices is stored in the Office table. Information about office trading IDs is stored in the Office Alias table. element of that trading ID, and the Trade Rep is the rep element of that trading ID.
   • For reps, include the CRD Number if possible; while it’s not required, it’s important as one of the primary duplication-checking columns.

   • You can check valid values for many fields by referring to the appropriate lists in the Validation ListA validation list is a list of valid values for a particular field (property). The values included in many lists can be maintained in SalesConnect. Editor or Resolution ListA resolution list is a list of valid values for a particular field (property) related to resolving transactions or assets in SalesConnect. That is, a resolution list is a special type of validation list; entries in many resolution lists not only define valid field entries, but also may define filter rules that determine how incoming transactions and assets are handled in SalesConnect. Editor in SalesConnect. (See Maintaining Validation Lists and Maintaining Resolution Lists for general instructions.) However, not all lists are managed using thesetool and in some cases, the appropriate list may not be obvious. For reps:

     • Status uses values defined for the validation list Rep Status
     • Contact Type should be set to REP.
     • Rep Type uses values in the Rep Type validation list.

   Be sure to save the file when you have finished adding data to it. When the file is ready, you can import it. See Importing a File for steps.

Importing a File

If you're importing connections, you may first want to create a labelA label is like a tag, a convenient way for you to mark records so that you can easily find and work with them later. Most labels are tagged to key connections. For instance, you could create a label called "Top Reps," and then assign this label to the top-producing reps with which you work. Since you can search for connections with a particular label assigned to them, you can easily retrieve the list of reps who have been assigned this label. However, you can also define transaction account labels that may be systematically applied to the transactions and assets imported to SalesConnect, so that it's easy to find and work with those transactions and assets later. that you can use to tag them during import. See Defining Labels for steps.

1. Choose the file you want to import:

   1. Using the Data Operations persona, select Data Import from the Data Management menu. Or select in the universal menu, and then select Data Import under Import.
   2. On the Manage Imports page, select Upload; an Upload File to Import page is shown.
   3. Use the CSV File to Import field to select a file: You can drag and drop a file into the field, or use Select a File to browse for and choose the file you want. When you have finished, the file name should be displayed in the field; you can select X if you need to remove that file.
2. In the Import Data Type field, select the type of data that is included in the selected file.
3. If Select Labels To Be Applied fields are available, you can select one or more labels to tag to the records being imported. Applying labels isn't required, but it's recommended for connection imports; later, you can later use the labels as search criteriaIn a query, a criterion is a single point of comparison. For instance, one criterion in a query might be reps in the state of Michigan. Query and search criteria are based on properties in the primary SalesConnect objects associated with the type of connection or other record which the query or search finds. to find the imported records.

4. Select Submit Request. A message confirms your request. You'll be alerted with the results of the import.

   The import module attempts to match imported records with existing records in SalesConnect. If no matching record is found, a new record is added or the import fails for that record. If a matching record is found, it's updated.

   Once alerted that an import is complete, you can select the alert to see the detail page for the SalesPage Express message for the import operation. An operation may be successful without any records being imported, so you should be sure to review import failures and verify imported records. See Checking Import Results for steps.

Checking Import Results

Once you're alerted about a completed import, you should review the results, to ensure that data was correctly populated.

1. Review records that failed to import:

   1. Using the Data Operations persona, select Data Import from the Data Management menu. Or select in the universal menu, and then select Data Import under Import. On the displayed Manage Imports page, the table lists any recent import operations for which at least some records failed to import.
   2. If your import operation is listed in the table, select the link for it. The page changes to show a table listing all errors for the selected import.

   3. Review these errors and use this information to help determine how to address the underlying issues. This may involve adding data to SalesConnect; for example, if you attempt to import fund records for a transfer agent not defined in the Transfer Agent validation list, you'll need to add that transfer agent to the validation list. The errors might also require that you add or change data in the file. Often, once you've addressed the underlying causes, you will need to try to import the failed records again.

      Determine whether any records were successfully imported and be sure to eliminate those from the file if you need to import it again, so that duplicates aren't created, as the import process doesn't prevent this.

2. Review records that were successfully imported.

   Tips

   • If the records imported were ones that could be tagged with a label and they were tagged as part of the import, you can search for those connections by label. See Searching for Connections.
   • For other records, you may want to use the imported file for reference, and search in SalesConnect to verify that the data imported as you intended.
3. If necessary, import again to ensure that any records that failed are correctly brought into SalesConnect. See Importing a File for steps.