How to import and export Department/Contractor details into SetConnect for easier Cast/Crew additions.
Please watch the following video on how to import and export contractor details (3.28):
Read on for step by step instructions …
Creating a CSV
Don’t know how to create a CSV file? Please follow this link for instructions
https://www.wikihow.com/Create-a-CSV-File
The first thing you will need to do before you can import a list of your Department’s/Contractors is to create a CSV document with the following details:
- Company Name
- Industry (optional)
- Contact Person
- Email Address
- Mobile #
- Contact Person’s trade (optional)
- Company Address (optional) – Street name & #, Suburb, City, Post Code, Country
Once you have created this CSV document you can then import this document.
Importing your CSV
To import your CSV document listing your Contractors you need to go to the Departments/Contractors module by clicking on Contractors on the left-hand side of the main menu.
The Departments/Contractors feature will come up with a list of any Departments/Contractors you have entered into your system.
At the top of the page you will see an icon button called Import. Click on this button.
The below dialog box will appear asking you to Select and Upload the CSV file. Click on the Select and Upload CSV File button.
You will then be able to select your CSV document that you have already created from your files. Once you have selected the applicable file the below dialog box will appear.
How to import your Departments/Contractor’s Details from the CSV document into SetConnect
In the bottom left-hand corner you will see three options as follows:
1. Treat the first row as headers – if your CSV document has a header row make sure this button is on pink. If you don’t then click on this button to turn it off which will turn it to grey.
2. The first person is the Departments/contractor business administrator, the rest are employees – The first person in your list will be set up as your administrator.
Only turn this function on if you are uploading one Department/Contractor at a time with their list of Cast/Crew. If loading a CSV file with two or more department’s than make sure this toggle button is off and showing as grey
3. Send email notifications – you can send email to your Departments/contractors which will send them their log in details to log in to the system. If the button is pink this means that they will receive the email. If you don’t want them to receive the email notification then click on this button to turn it off which will turn it to grey.
The next step is to map the headers from your CSV file to the corresponding columns in the data table.
To do this click on each Title one at a time starting with the Co Name option. Go to Map Field underneath Co Name and click on the down arrow.
Once you click on the arrow a list will appear which will correspond with the Headers on your CSV document. Pick the Header which corresponds with the Title you are in, which in this case will be Entity Name. Click on Entity Name and this will insert the data against the Co Name.
The compulsory map fields are Co Name, Contact Person, Email Address and Mobile; the remaining fields are voluntary fields and do not require data if you choose not to populate those fields.
Continue to do this until you have populated all the Map fields. If there is a Field where you don’t have any data to import then choose the Ignore option as per example under the heading Industry.
Once you have populated all the Fields click on Import Contractors in the bottom left-hand corner.
This will upload your CSV file and import all your Department/Contractor’s details. You will receive an email from SetConnect confirming this.
How to export a list of Departments/Contractors
To export a list of your Departments/Contractors you need to go to the Departments/Contractors module by clicking on Departments/Contractors on the left-hand side of the main menu.
The Departments/Contractors feature will come up with a list of any Departments/Contractors you have entered into your system.
At the top of the page you will see an icon button called List Menu/Export. Click on this button and then click Export all to CSV.
You can also click on Select All to select all contractors or click on the relevant departments/contractors on the left-hand side prior to clicking on the List Menu/Export button. When selecting individual departments or contractors you can view how many have been selected in the drop-down menu.
The system will then generate a CSV file which will list your selected departments or contractors and their details.
Look for this document to appear on your screen usually in the bottom left hand corner as indicated in this screen shot.
Click on the document to upload the file
How to send a message to a Department/Contractor(s)
At the top of the page you will see an icon button called List Menu/Export. Click on this button.
A drop-down dialog box will open up. You can click on Select All to select all departments/contractors or click on the relevant departments or contractors on the left-hand side prior to clicking on the List Menu/Export button. When selecting individual departments or contractors you can view how many have been selected in the drop-down menu.
Click on Send Message to (-) Selected
A dialog box will open up for you to compose your message in.
For any SetConnect issues or questions, please contact us at setconnectsupport@sitesoft.com