Q: Account Export

Social > CRM > Account Export Use the on-screen filters to export by: Account Type Account Manager Keywords If you want a full export, simply click the save button. Important This facility is usually only assigned to the Affino Security Manager in your Company for Data Protection purposes. Please refer to the Account Import Help Guide above for a full explanation of all the columns exported.

Question 1

Before you start - useful tips

Accepted Answer

Affino imports

You will need to use the standard Affino import templates which are found in the Help text next to the Import Menu. Always download the template when you are preparing an import file as it may have changed since you last saved the file locally. (for example adding a new column to support a new field in the Database).

Import files can be up to 100mb in size and use Excel.

Import files which are less than 100 lines are imported immediately and you will see an on-screen message 'the update was a success'.

Import files which are less than 100 lines with errors, will pop up on your screen immediately, allowing you to fix the errors and resubmit the import run. If the file is larger, you will see an on-screen message 'The import has been scheduled and you will be emailed when it is complete'.

The email will contain an itemised list per row, of any errors encountered, with help messages.

Important - the column titles in the import file cannot contain any spaces. It is not necessary to edit the row containing the columns (these are the actual table names in the Affino Database).

Import files need to be 'tagged' with an import batch reference. This makes it easy to remove or update certain records specifically imported on a particular batch.

Affino exports

If the file size is less than 100 records the export file will be generated and downloaded via your browser. If the file size is greater, you will see an on-screen message 'The export has been scheduled and you will be emailed when it is complete. The email will have a link to the file in Affino.

Import and Export filters

There are a number of different filters which you can apply when importing and exporting, it is useful to read up on these to be sure you have selected the rights ones, if any.

Add, update and delete mode

The imports can be run in three modes.

Add

This will insert the record to Affino and generate the unique Account or User code.

Update

Update allows you to replace the information stored against the User, for example if you wished to add additional topics, keywords or CRM topics you would need to export the user and add them alongside the existing values in the file.

Delete

When you wish to delete records from Affino, you will need to know the batch number which you used to import them. It's useful to save your imports using the batch number as part of the file name for any future deletions or updates as this is a required field on the import screens.

Clearing and cleansing Account data

If you wish to delete individual values (i.e. AccountManager), you can use the [_null_] placeholder on each cell so as to wipe the data on that individual record.

How to link Contacts to Accounts

1. Import the Accounts.

2. Export the Accounts (to obtain the unique Affino Account Code).

3. Add the Account Code into the User Import file by assigning the correct code to each User.

4. Run the User Import.

Note

If the Users have already been imported and you are simply assigning them to the correct Account (via the Account code), run the User Import in 'update' mode.

Question 2

Account Import

Accepted Answer

Importing new Accounts to Affino. Also used to update or delete Accounts previously imported.

You will need to download a copy of the current import template. To do this go to:

Social > CRM > Account Import

Click on the blue Help button and download a full sample XLS file for a Full Account Import.

To update existing Accounts with Keywords only download the sample Account Keyword XLS file.

Import Type - Select the type of import. Full Account or Account Keywords

Action - Select the type of action that you would like to make. Add, Update or Delete.

Duplicate Checking - When importing new Accounts (Checking only works with the Add import) Affino will default check for duplicate Account Names, if you don't want to check for Account names for example when you have many names the same then select the Don't Check option. If you want to check on Account Names and Addresses select the No Duplicate Name / Address option to ensure you're not importing duplicate branches / subsidiaries.

Batch Reference - Enter a batch reference. This is your reference so you can delete the batch of Accounts or upload more Accounts to the batch (go to Control > Security > Account Batch Delete).

Note There is plenty of on-screen help when managing any of these elements so it's useful to read all the help notes opposite the fields displayed before you proceed.

Import file - Summary of columns

External Account ID - Used to import external reference ID for the Account (e.g. from previous CRM or SAGE).

Format: 50 Alphanumeric characters, optional.

Account Code - The unique company id assigned by Affino when your Account is first imported. This will always be blank when the Account Import is used in 'Add' mode. If you are updating existing Accounts, this field must be completed.

Account Name - The name of the Account or Company. Duplicate Account Names are allowed, choose the correct on-screen setting > Duplicate Settings > Allow Duplicate Names

Format: 255 alphanumeric characters, required.

Parent Account Code - if more than one is available then use delimiter pipe as the separator

Parent Account Name - The name of the Parent Account or Company. This Account must already exist in order to import 'Child' Accounts to be linked to it.

Format: 255 alphanumeric characters, optional.

Company Number - UK Companies House number.

Format: 50 Alphanumeric characters, optional.

VAT Number - UK VAT Number.

Format: 50 Alphanumeric characters, optional.

Notes - free format notes field.

Format: Unlimited alphanumeric characters, optional.

Topics - Tags assigned to the Account. Also used to Assign Topics and CRM Topics. Note that any Topics being imported in your file must already have been created in Affino (see Topic Lists).

Format: Unlimited, use pipe delimiter with no spaces to separate keywords, for example: Supplier|Publisher

Account Type - Account segmentation using different Account types or categories. See Settings > Social > Lookups for a full list of current Account Types. You can also add new ones if required.

Format: Lookup values, optional.

Email, Telephone, Fax

Format: 50 alphanumeric characters, optional.

Website, Twitter ID, Facebook, Linked In, Googleplus pages

Format: 110 alphanumeric characters, optional.

Address 1, 2, and 3

Format: 100 alphanumeric characters, optional.

Town City, County State

Format: 100 alphanumeric characters, optional.

Postcode Zip

Format: 20 alphanumeric characters, optional.

Country

Format: 250 predefined list of Countries. See Control > Settings > Countries. Optional.

Account Director - The internal Account Director assigned to this Account.

Format: Predefined existing Contact/User already created in Affino, use email address for matching, optional.

Account Manager - The internal Account Manager assigned to this Account.

Format: Predefined existing Contact/User already created in Affino, use email address for matching, optional.

Account Team - The Sales Team assigned to this Account.

Format: Predefined existing Sales Team already created in Affino, use email address for matching, optional.

Industry - The type of Industry this Account conducts business in.

Format: Predefined Lookup Table of Industry Types, optional.

Company Size - Number of Staff

Format: 10 numeric characters, no commas, optional.

Annual Turnover

Format: 20 numeric characters, no commas, optional.

Ownership - e.g. Public, Private or Subsidiary

Format: Predefined Lookup table of Ownership types.

Account email Domains - Enter in a comma separated list of email domains, i.e. the part after the @ sign, for this account. Used in conjunction with Subscription variables to assign free Subscriptions to an existing Account.

Auto Approve Users - Select to automatically approve the user if 'Require User Approval' is selected on Registration Profile or Member Type(s). This will upgrade the user to the Granted Security Clearance, add security group from Member Type, send the approval notification email, removes them from Pending Users and trigger Added to Security Group conversion events.

Format: Yes/No

Question 3

Account Export

Accepted Answer

Social > CRM > Account Export

Use the on-screen filters to export by:

Account Type
Account Manager
Keywords

If you want a full export, simply click the save button.

Important

This facility is usually only assigned to the Affino Security Manager in your Company for Data Protection purposes.

Please refer to the Account Import Help Guide above for a full explanation of all the columns exported.

Question 4

Account Batch Delete

Accepted Answer

Control > Security > Account Batch Delete

Use this screen to delete batches of accounts that have been imported using a Batch Reference.

Question 5

User Import

Accepted Answer

Importing new Contacts (or Users) to Affino. Also used to update or delete Users previously imported. You can also import or update existing users to assign them to a Security Group or a Contact List.

Note: when using the pipe (|) delimiter, please remove the space in between values (Do I need a space between values when using the pipe delimiter?)

You will need to download a copy of the current import template. To do this go to:

Security > User Management > User Import

Click on the blue Help button and download a full sample XLS file for a Full User Import.

Document - Upload the XLS file. Required.

Action - Select the type of action that you would like to make. Add, Update or Delete. Required.

Registration Zone - Useful if you have multiple zones. Select the Zone for which you wish to import user details. This will use the associated User Profile, Registration Profile and Demographic profile for which to import the data. Optional.

ContactLists - You can associate everyone on your file to a single or multiples contact lists (using a pipe "|" delimiter). Select Contact List, Users Imported will be added to this Contact List. Optional.

PrivacyLevel - Select the privacy level for this user (Optional: String - values are: Public Profile, Friends Only, Private or Members Only).

Note that it's strongly advised that you do not change their preference unless the user specifically requests you to do so, or you are doing the initial user setup.

Profile Image - Use the full path of the media item in order to add or update the users' avatar/profile image.

Example: "https://qa8.affino.com/AcuCustom/Sitename/DAM/002/Carlos.png"

Security Groups - This is useful if you are doing an action on users which share the same security groups. This can also be done within the file. Using the scroll down menu, select the Security Group where imported users will be located. Optional.

Account - This is useful if you are doing an action on users which share the account. This can also be done within the file. Select the Account that the users will be assigned to. The Update action will move existing users to the account selected here. Optional.

Start Row - Enter the row that you want to start importing from. This is useful when you have a long list and different elements of the list have different settings. If you do not enter a Start Row, then the import will start on row 1. Optional.

End Row - Enter the row that you want to end importing from. This is useful when you have a long list and different elements of the list have different settings. If you do not enter a End Row, then the import will end on the final row. Optional.

Extension Type - With the latest release, Affino have GDPR in place and you can set User Archive if they are inactive for a certain time. Select the days, months or years to set the User Archive Date. Optional.

Extension Period - Enter Extension Period with reference to the above Extension Type to set the User Archive Date if they are inactive. Optional

Lookup Gravatar - Select if you want to look up the Gravatar for each user you're importing, and apply it to the user's profile. Note that this will only work with the Add Action, and will slow down the user import. Optional.

Store Credits Action - Select which action to take for Store Credit Points. Add will add the value entered in the column to the users existing points. Update will replace the existing value on their account. The amount of points users currently have can change all the time so ensure when using Update that the user hasn't already spent their credits. Optional.

Batch Reference - Enter a batch reference. This is your reference so you can delete the batch of contacts or upload more contacts to the batch. Required.

Note There is plenty of on-screen help when managing any of these elements so it's useful to read all the help notes opposite the fields displayed before you proceed.

Import file - Summary of columns

External User ID - The User's original reference code (possibly from a previous database).

Format: 150 alphanumeric characters, optional.

User Code - This will always be blank when adding new Users to Affino. The User code is a unique identifier created by the system when added to the Database. When deleting or updating Users this must be present.

Format: numeric, system generated.

Title - the person's title.

Format: optional, values are: Mr, Mrs, Ms, Miss, Dr, optional.

First name, Last Name

Format: 100 alphanumeric characters, both required.

Note - The First name and Last Name are the only two fields which are required when running the User import in 'Add' mode.

Password - This is only possible when adding a new user, not on update or delete.

Format: Minimum 6 alphanumeric characters, optional.

Email Primary - This is the User ID which will be required to login to the site. This must be completed if you are creating a User as a FULL Member. A Full Member is a User who's email address is recognised when they attempt to login.

Format: email format, optional.

Email Secondary - This is an additional email address for the User, can be used for their Personal email address.

Format: email format, optional.

Company - The name of the Company, which may be different to the Account name.

Format: 255 alphanumeric characters, optional.

Telephone

Format: 30 alphanumeric characters, optional.

Job Title

Format: 255 alphanumeric characters, optional.

Primary Address1, Primary Address 2 - Used to store the first and second lines of the address.

Format: 255 alphanumeric characters, optional.

Primary Town City, Primary County State

Format: 255 alphanumeric characters, optional.

Primary Country

Format: 100 alphanumeric characters, optional.

Primary Postcode Zip

Format: 20 alphanumeric characters, optional.

Note Primary Address details are the main address details you see when viewing a Contact or User. The Delivery address can be used to provide an alternative postal address for print publications for example.

Delivery Address1, Delivery Address 2 - Used to store the first and second lines of the address.