Data Import Workbook Instructions

Please review this article for instructions on how to use FP's data import workbook.  Adhering to these directions will ensure your data (companies, contacts and staff) gets uploaded quickly, easily, and correctly.

The Workbook

The workbook should be opened using Excel, and you can download a copy of the workbook here: Copy of the Workbook. The workbook is made up of 2 tabs - Companies & Contacts, and Staff. When one or both pages have been completed by you, the document should be sent via email to consulting@functionpoint.com. It will take approximately 1 business day for the import to be completed.

The import of this data is an optional step for you, and is intended to be a one time import. Please have the document as complete as needed before you request the import be completed.

The Data Import Spreadsheet allows us to import the following information easily:

  1. Companies that you work with (prospects, clients, vendors etc.)
  2. Contacts that work for these companies
  3. Staff Members and their permissions within FP

Please DO NOT add columns or change formatting on the Excel spreadsheet. The format is set up to ensure that information is added to the correct database fields in FP

Companies & Contacts - Exporting from Quickbooks

From the left hand side of your QuickBooks system, click on Customers.

Then from the top navigation, click on Excel, and choose Export Customer List. Save the resulting .csv and copy/ paste that information into the Data Import Workbook.

Companies & Contacts Tab - Entering Data in the fp Data Import Spreadsheet

Please do not remove, rename or re-order these columns.   If your data export is in a different format please copy and paste the information into the proper cells.

In order for us to import your data smoothly, all the column headings must stay the same.  The way the computer reads the data for import is similar to how a combination lock works: all the numbers must be entered in the same order, and they must be the same each time.

If you are asking us to do a re-import, you must provide us with 100% of the information relevant to each company being re-imported even if it was included in the first import. When company files are imported into Function Point, they will overwrite any data already existing in the system.  For example: If your first import included postal/zip codes but your re-import does not, there will not be any postal/zip codes in your system once the re-import is done.

Required Fields

The following fields are required before we will import your data:

For Companies:  * Required fields are marked with 1 asterisk and are highlighted in yellow.

Company Name

Company Type (select from dropdown) - Select Prospect, Client, Vendor, Supplier, Freelance or Partner, if this company is a third party provider, for whom you will be generating External Expense Forms.

Company Status (select from dropdown)  - The default is "Active".

Industry Type - You can really type anything you like for this field. If you're unsure of the industry, you can certainly type something like "Unknown" and edit this information later, once it's in your FP system.

For Individuals (Contacts): ** Required fields are marked with 2 asterisks and are highlighted in green.

First Name

Last Name (if you do not know the last name of your contact, please enter a period in the field)

Contact Type (select from dropdown)

Contact Status (select from dropdown) - The default is "Active".

Important to note: On occasion we work with agencies who have staff users (people who will be logging into Function Point) who are also considered supplier or vendor contacts. For the sake of the data import, do NOT put the names of any staff members into the Contacts area on the Companies and Contacts .

For the best results please ensure that items that should be the same are exactly the same.  For example, “ABC Co.” and “ABC Co” will be imported as two different companies because one has a period after the abbreviation.

If you have multiple contacts under one company, you must still fill in each field for each contact (ie. Company Name, Type, Address, etc).

Company Code: an abbreviation for the company name.  You may use up to 16 characters alpha/numeric (no symbols).  If left blank, Function Point will assign an abbreviation based on the first letters of each word in the company name.

Source: for tracking where you got the client from

Company and Contact Overview: any other notes on a company or contact can be entered here in plain text.

Mailing list: Indicate "Y" if you want your clients to be flagged to a mailing list, "N" if not.  If left blank they can be added later.

If you have freelancers who operate under their own name, enter their name as the Company (selecting vendor or supplier as the company type), then add them as a Contact under that Company.

Staff Tab

The NEW STAFF import page provides us the information we need to create user permissions (as in, who can see/change what) in your administrative set up.  Function Point provides four levels of access in the default system.  An Administrator can change and update these settings at a later date if required.  An Administrator can also set up new User Permission sets (eg. Studio Designer) beyond what is provided for the initial import.  You can also select an alert subscription set for each staff person that can also be modified after import. Alerts are triggered when specific actions take place.

Once you have completed your workbook please email it to your onboarding consultant.  It will be uploaded to your system within 2 business days.

1. Details about each permission set

1. Details about each permission set

Basic User:

  • Users can view most areas of the system
  • Users can add files, folders, notes, links, tasks, briefs (requests) and timesheets
  • Users cannot delete or update anything from the system (other than their own un-posted timesheets or their own comments on tasks or notes)
  • Users cannot view in invoices, reports or admin
  • Users cannot view financial information (only estimated and actual time)

Account Executive:

  • Users can view most areas of the system
  • Users can add and update their own files, folders, notes, links, tasks, briefs and timesheets
  • Users can add tasks for others
  • Users can add and update Companies, contacts, estimates, jobs, expenses, invoices and calendar items
  • Users will show as an "AE" in the system
  • Users cannot view most reports in the system
  • Users Cannot view or adjust admin or view costs on timesheets or related reports

Traffic Manager:

  • Users can view most areas of the system
  • Users can add and update ALL files, folders, notes, links, tasks, briefs and timesheets
  • Users can add and manage tasks for others
  • Users can add and adjust schedules
  • Users can add, update and delete Companies, contacts, estimates, jobs, expenses, invoices and calendar items
  • Users can view all reports in the system
  • Users Cannot view or adjust admin or view costs on timesheets or related reports

Administrator:

  • Users have access to everything in the system
  • Users can add and remove staff members, adjust rates, view and adjust costs etc.

2. Details about alert subscription sets

2. Details about alert subscription sets

None

  • Opt to get no alerts at this time

Basic User:

  • An alert is sent when a note is pinned to the dashboard
  • An alert is sent when a comment is put against a note
  • An alert is sent when a task is assigned
  • An alert is sent when a task is overdue
  • An alert is sent when a comment is put against a task

Account Executive:

  • An alert is sent when a company is added to the system
  • An alert is sent when a contact is added to a company record
  • An alert is sent when a note is pinned to the dashboard
  • An alert is sent when a comment is put against a note
  • An alert is sent when a brief is added to the system
  • An alert is sent when a brief has been edited
  • An alert is sent when a task has been assigned
  • An alert is sent when a task is overdue
  • An alert is sent when a job has been invoiced
  • An alert is sent when an invoice has been created
  • An alert is sent when a batch invoice has been created

Traffic Manager:

  • An alert is sent when a note is pinned to the dashboard
  • An alert is sent when a comment has been added to a job or company note
  • An alert is sent when a new brief has been added
  • An alert is sent when a task has been changed to a status of "In Progress" and "Completed"
  • An alert is sent when a task is overdue
  • An alert is sent if a comment has been made against a task
  • An alert is sent when a new estimate is created and when an estimate is moved to a status of "Approved"
  • An alert is sent when a job has been invoiced or is overdue
  • An alert is sent when a new invoice has been added
  • An alert is sent when a batch invoice has been created

Administrator:

  • An alert is sent when a company is added to the system
  • An alert is sent when a contact is added to a company record
  • An alert is sent when a note is pinned to the dashboard
  • An alert is sent when a task is overdue
  • An alert is sent when a new estimate is created and when an estimate has been moved to a status of "Approved" or "Declined"
  • An alert is sent when a job has been completed, cancelled or is overdue
  • An alert is sent when a new invoice has been added
  • An alert is sent when a batch invoice has been created

We welcome your questions or concerns about using this Workbook: consulting@functionpoint.com

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