Documents - Import and Export

Accounts Import / Export

If you need to create multiple contacts in ChannelOnline and you already have this contact information in an existing file such as a spreadsheet, then you will want to take advantage of ChannelOnline's 'Customer Import' feature.

Important Terms

Field     Description   Notes 
Parent ID   System-generated ID used to uniquely identify Parent companies which have subsidiaries. Each parent company will have one unique parent ID. This number can NOT be specified by the user.   If Parent companies are in the same import file as the children accounts, the Parent Accounts should be listed in the file FIRST otherwise the child accounts will not be imported under the parent account properly.
Parent Customer Number   Non-unique number assigned to Parent companies which have subsidiaries. You may assign the same customer number to more than one parent company. This number can be specified by the user.   If Parent companies are in the same import file as the children accounts, the Parent Accounts should be listed in the file FIRST otherwise the child accounts will not be imported under the parent account properly.
Customer ID   System-generated ID used to uniquely identify a company. Used in precedence to uniquely identify PRE- EXISTING companies.   Customer IDs should be used when updating existing customers. In order to obtain the IDs, the reseller must export their customer records from ChannelOnline first.
Account Type   Account type designation for creating account records, can be switched through UI workflow when available. Types: lead, prospect, customer, vendor, partner, generic.  
  Default value if left blank is "customer".
Customer Number   System-generated or other unique number assigned to all account types. 
  If blank the systrem will auto generate this number by using The auto-generated number is 2 letters, the first letter of the first and last word in the company name, followed by a 4-digit sequence.
Contact ID
  System-generated ID used to uniquely identify a contact within a company. Used in precedence to uniquely identify PRE-EXISTING Contacts.   Contact IDs should be used when updating existing contacts. In order to obtain the IDs, the reseller must export their customer records from ChannelOnline first.
Contact Active Default   Value to determine the access a contact has to the system.  Only "Yes" or "No" values are valid entries.    This indicates if the contact will be active and have access to the storesite and electronic signature documents. Default value if left blank is "No".
Action   “Create” is the only accepted value for this column. Leaving it blank will default to Update the existing Customer / Contact. If it does not exist, it will then create.   Using "Create" will force the import to create the record EVEN if it already exists.

Generating a contacts file
This feature can be found in ChannelOnline by navigating to:  Admin -> Import / Export -> Import / Export Wizard -> Customer Import
  1. Start by downloading a sample import file (see below). Name it something which makes easy to remember, like 'Customer Import - Date.xls'
  2. Next, open the saved file with a spreadsheet application such as Microsoft Excel. Notice that there are a large number of columns defining data which can be imported. All of these fields will not be needed (the fewer columns imported, the easier it will be to troubleshoot any issues which may arise later).
  3. Know which data elements can be imported along with your customer contact information (keep it simple; if you don't what it is, you don't need to import it). The only field which is required is 'Customer Number'. Everything else is optional and can be removed from this file. 
  4. Using your spreadsheet application, remove the columns you do not need. Continue to delete all of the columns which you will not be importing data for. Keep in mind that you cannot remove the 'Customer Number' column, as this is required to populated with a unique customer ID for each company you are importing.
    Note: Customer ID is an internal ChannelOnline ID number which is normally only needed for advanced users.
 Remember to save your work periodically.


Performing a First Time Customer Import

  • If this is a first time import, then [ New Profile ] will be selected by default for the profile. If you have performed a previous import and saved the profile, see the next section.
  • If your import file has the header information or field names within the first row, you will be able to select the mapping based on the header names as shown in the previous figure. If your import file does not contain the header information or field names, you will need to determine the proper fields based on the first record.

The column called Import Fields represents the fields in your import file. The right column called ChannelOnline Fields represents the fields in ChannelOnline.

Note: If the field in the right column shows a field name only such as “Company Name” with nothing else, this means that the ChannelOnline field has NOT been mapped to a field in your import file.

Note: If it shows the following “Company Name < Field 1>Acme Medical Institute”, this means that the field in your import file has been properly mapped to ChannelOnline’s Company Name field.

To continue mapping more fields available in your file to ChannelOnline’s available fields, perform the following:

  1. First, locate an unmapped field in the ChannelOnline Fields column. We will use the field “Company Name” as the example. Click on the field to select it.
  2. Locate the appropriate field from your Import file under the Import Fields column. In this example, “<Field 1>Acme medical Institute” is the correct field. Select the field so that it is highlighted.
  3. Click on Map to ChannelOnline > to tag the fields as being mapped as shown in the next figure.      
    Now “Company Name” will update to “Company Name......< Field 1>Acme Medical Institute”.
  4. Continue this process until all fields have been mapped to ChannelOnline fields. If you do not have data for some of the extra fields such as “Contact Phone Ext”, the import will simply not apply any data to that field and the import process will continue successfully. The following figure shows what the columns will look like when all fields have been mapped: 
  5. Once you have finished assigning the field name order for your import file, you have the option to save the mapping profile. If you expect to perform the same type of import using an import file with the same format, saving the mapping profile will save you time by not having the select the field mapping for the same type of import in the future.
  6. Click on Start Import to begin the import process. 

Performing a Previous Customer Import 

  1. If you have previously saved a profile from a previous import using the same file format, select the profile name from the dropdown. It will then populate the appropriate field data next to the ChannelOnline fields. 
  2. Verify that the field mappings are correctly assigned.
  3. Click on Start Import to being your customer import. 


Import Status

The Import Status screen will display a status bar and refresh the page every 1-2 seconds to provide the progress. If the screen does not refresh with new progress, make sure that you have disabled any pop-up blocking software or allowed pop-ups for this page. 

Sample Account Import FileAccount Import Sample

Fields: Customer Number, Account Type, Customer ID, Location Code, Action, Company Name, Parent Customer Number, Parent ID, Company Address Line 1, Company Address Line 2, Company City, Company State, Company Zip Code, Company Country, Company Phone, Company Fax, CPAS Enabled, CPAS Admins Edit E-mail, CPAS Admins Create Contacts, 
Contact ID, Contact First Name, Contact Last Name, Contact Title, Account Manager First Name, Account Manager Last Name, Account Manager Email, Price Profile Name, Order Processing, Contact Company Name, Contact Address Line 1, Contact Address Line 2, Contact City, Contact State, Contact Zip Code, Contact Country, Contact Phone, Contact Phone Ext, Contact Fax, Contact Email, Contact Password, Contact Active Default, Contact CPAS Admin, 
Billing First Name, Billing Last Name, Billing Title, Billing Company Name, Billing Address Line 1, Billing Address Line 2, Billing City, Billing State, Billing Zip Code, Billing Country, Billing Phone, Billing Phone Ext, Billing Fax, Billing Email Billing Code, 
Shipping First Name, Shipping Last Name, Shipping Title, Shipping Company Name, Shipping Address Line 1, Shipping Address Line 2, Shipping City, Shipping State, Shipping Zip Code, Shipping Country, Shipping Phone, Shipping Phone Ext, Shipping Fax, Shipping Email, Shipping Code, Shipping Description, 
Internal Notes, Terms, Tax Exempt (y/n) (US), Tax ID (US), Tax Rate (US), Tax ID (GST), Tax Rate (GST), Tax ID (PST), Tax Rate (PST), Lead Source, Web Site URL, Catalog, Require Order Verification, Credit Limit, Stage, Priority, Progress, Public Sector, Facebook, Twitter, LinkedIn, YouTube, Notification Email, Contact Address Access

Exporting  Accoutns & Contacts
The Account Export Wizard allows you to export customer data out of ChannelOnline Document Export Wizard.

Export Options
To begin exporting your customer data:
  1. Click on the Customer Export Wizard link under the Export section to begin specifying the Customer Export Options.
  2. Select the appropriate option to either export ALL customer records or to only export customer records that have Quotes & Orders created under their account.
  3. Choose whether you want to export customer data based on the Creation Date or the Last Modified Date. Creation Date is based on when the customer account was initially created. Modified Data is based on the last time when the customer account was edited.
  4. Choose a Start date by either entering a date using the MM/DD/YYYY or M/D/YYYY format. If you need a visual calendar, click on the Calendar icon.
  5. The calendar will open in a new window. Today’s date will be in highlighted text.
  6. To select a date, click on the number of the date that you wish to specify. Once the date is selected, it will populate the date into the date range field as shown below:
  7. Perform the same for the End date.
  8. Once the date range has been specified, click on Next.

Export Filter
The Export Filter screen will allow you to view the results of the search criteria previously specified in the Export Options screen and will allow you to select all the results or more specific customer records.
  1. Select All Customers if you wish to export all the customers shown in the results box or select the specific customer records if you want to export specific contacts.
    Note: Press Shift + Ctrl to select multiple options. Press Ctrl + A to select all options.
  2. Click Next when you have finished specifying which customer records should be export. You will then be directed to the Field Mapping / Export screen.

Field Mapping / Export

The Field Mapping / Export screen will allow you to specify which customer detail fields 

should be exported.
  • If this is a first time export, then [ New Profile ] will be selected by default for the profile and you will need to manually specify the fields to export.
  • If you chose an existing export profile name, it should automatically choose the fields that you have previously exported in the profile. 
Once you have Export Fields specified, you have the ability to set the order in which the fields appear in the export file. In order to set the order of the fields, perform the following steps:
  1. Click on the field name in the Export Fields column to highlight the field.
  2. Click on the   Up or   Down Arrows to move the field to the preferred location or order .
    Note If this is a first time export, you can save your export preferences as a profile for use in the future.
  3. Click Start Export to begin the export process.