14Import Accounts and Contacts

This chapter contains the following:

Overview of Account and Contact Import

Use the Excel macros provided by Oracle to import some of your existing sales data so that you can test your sales territory assignment and other features. You import accounts (including account hierarchies) and contacts in separate files, first the accounts and then the contacts. You can import up to 5,000 records at a time, but you must ensure each import completes before you start another.

Here's an overview of your import tasks.

Step Description Navigation Where to Get More Details

1.

From Oracle Support document 2229503.1, download to the same folder the Excel macros and .jar file required for import:

  • oracle_ucm_client_11.1.1.jar

  • Account Import Macro

  • Contact Import Macro

  • Address Import Macro

My Oracle Support

See the topic: Download the Files for Account and Contact Import

2.

If you're classifying the accounts by industry in your import, then you must obtain a list of the industry codes for the industry category you're using. You enter the codes along with your account data.

Setup and Maintenance > Sales > Accounts and Contacts > Manage Classification Categories

See the topic: View Industry Codes for Accounts

3.

Import your accounts and account hierarchies.

Complete this step in the Account Import Macro

See the topic and video: Import Accounts and Account Hierarchies Using the Account Import Macro

4.

Import account contacts as well as stand-alone contacts.

Complete this step in the Contact Import Macro

See the topic: Import Contacts

5.

Import additional account and contact addresses. To view the additional addresses, you must have the multiple addresses regions exposed in the UI.

Complete this step in the Address Import Macro

See these topics:

  • Import Additional Addresses

  • Enable Multiple Account Addresses, in the Accounts and Contacts chapter

What You're Importing

What Information You Import for Accounts and Contacts

Importing account and contact data is a bit more complex than importing users or your sales catalog. That's because customer data, such as organizations, addresses, and contact points, are stored as different objects in the application. Each object requires a unique ID for each record to identify it. You can use the IDs to relate the data you import. For example, your account import includes a unique ID for each organization. You can enter that unique ID into the contact import file to establish the relationship between the contact and the organization. The unique reference ID you add to each record also permits you to update the information later.

What You Import for Accounts

You use the account import macro to import basic information about the organizations you do business with:

  • Organization name

  • Account type

    The account can be of type customer or prospect. A customer is an account you have sold to in the past.

  • Industry classification

  • Account owner: the salesperson who owns the account

  • Primary address

    You can import additional addresses for accounts using a separate macro.

  • Phone

  • Fax

  • URL

  • Parent account

    Importing the parent account for each account creates the account hierarchy.

What you import is a subset of what's available on the Overview and Profile tabs of the Edit Account page. The tabs include other information that you must import separately:

  • Attachments that you import as described in import guides

  • Primary contact information that you can import using the contact import macro

Here's how the information you see in the Edit Account page Overview tab relates to what you import.

Callout Number Description

1

You import the basic account information, including the primary address, using the account import macro.

2

You enter the parent account in the account import macro to create the account hierarchy.

Edit Account page, Overview tab with callouts described
in the text.

Here's how the information on the Edit Account Profile tab, relates to the information you import.

Callout Number Description

1

The basic organization information and primary address you import using the account import macro.

2

Attachments you import separately. (no macro available)

3

Primary contact information imported using the contact import macro.

4

Parent account imported along with the account.

Edit Account page, Profile tab with callouts explained
in the text.

What You Import for Contacts

For contacts, you're importing all of the basic information displayed on the Profile tab of the Edit Contact page. This includes the name, the primary address, phone, and other contact information, as well as the contact owner and the account, if any. You can import multiple addresses for a contact using the separate address import macro.

Here's a screenshot of the Profile tab on the Edit Contact page.

Partial screen capture of the Profile tab on the
Edit Contact page showing sample data for the fictitious contact John
Richard.

Account Hierarchies

An account hierarchy provides salespeople a visual representation of relationships between accounts. You can use an account hierarchy to represent the structure of accounts in large customers and organizations with multiple layers. The hierarchy need not mirror the formal corporate structure, but can instead represent your organization's view of your customers. Each account in the hierarchy can have only one parent account.

Capturing account hierarchies can benefit the sales organization in a number of ways:

  • Salespeople can use the hierarchy to see the position of their account in the hierarchy.

  • You can create BI Publisher reports to show revenue for the hierarchy as a whole.

  • You can use the hierarchy to provide key account directors and other select managers access to accounts and opportunities in the hierarchy that they can't access otherwise.

    Accounts for a large multinational corporation, for example, are typically assigned to sales teams in different countries or regions. Because managers in each region can only access information in their own region, no single manager can access all of the accounts and opportunities for the entire multinational. By including an account in the territory of a manager, you can provide that manager with edit access to all accounts and opportunities in the hierarchy below that account. If you include the top account in the territory, the manager gets edit access to all accounts. If you include an account in the middle of the hierarchy, the manager can access only those accounts in that particular branch.

Here's a screenshot of the hierarchy of the fictitious Pinnacle Technologies company and its subsidiaries.

Screen capture of the account hierarchy of Pinnacle
Technologies, a fictitious company, and its subsidiaries.

You can create and maintain the account hierarchy in the UI, by clicking the Manage Account Hierarchy link in the Edit Account page, Overview tab.

Detail of a portion of the Edit Account page, Overview
tab, for the fictitious Pinnacle Mobile Apps company. The Manage Account
Hierarchy link is highlighted.

You can also build the hierarchy by entering the parent of an account on the Edit Account, Profile tab. Here's a screenshot of the portion of the tab, highlighting the Parent Account field.

Screenshot of the detail of the Profile tab for
a sample account highlighting the location of the Parent Account field.

Alternatively, you can import the hierarchy as described in this chapter.

Download the Files for Account and Contact Import

To import accounts and contacts requires you to use two or three different macros. You import the accounts first followed by their contacts. Importing the additional account addresses is optional. Here's how to download the files you need.

  1. Sign in to My Oracle Support.

  2. Search for the document Oracle CX Sales: Getting Started with Your Sales Implementation: Import Macros (Doc ID 2229503.1)

  3. In the Details section of the document, locate the section appropriate to your application update, and download these files to the same folder on your computer. You can create different folders for the different macros provided that each folder includes the .jar file.

    File Name Description

    oracle_ucm_client_11.1.1.jar

    You must include this file in the same directory as the import macro.

    Account Import Macro

    The Excel macro that you populate with the account data

    Contact Import Macro

    The Excel macro that you populate with the contact data

    Address Import Macro

    Enables you to import additional addresses for both accounts and contacts. You must expose the multiple address region in the account and contact pages before you import.

View the Industry Codes for Accounts

Here's how to find the account classification codes to use in the Industry Code column in the account import macro.

  1. In Setup and Maintenance, go to the following:

    • Offering: Sales

    • Functional Area: Accounts and Contacts

    • Task: Manage Classification Categories

  2. In the Search region of the Manage Classification Categories page, enter the classification category name in the Classification Category field. For the default category provided by Oracle, enter CUSTOMER_CATEGORY.

  3. Click Search.

  4. Click the classification category name.

    Use the classification codes listed in the Classification Code column on the page for entries in the import macro.

    Here's a screenshot of a part of the Classification Category page for the CUSTOMER_CATEGORY provided by Oracle.

    This figure shows a screen capture of a partial
Classification Category page for the CUSTOMER_CATEGORY classification
provided by Oracle. The Classification Codes region show the Classification
Code Meaning column which contains the wording the users sees and
the Classification Code column with the technical code. The classification
code meaning and classification code value pairs on the page are:
Services, SERVICES; Media and Entertainment, MEDIA_AND_ENTERTAINMENT;
Metals and Mining, METALS_AND_MINING; Non-profit, NON-PROFIT; Real
Estate, REAL_ESTATE.
  5. Click Done.

Import Accounts and Account Hierarchies Using the Account Import Macro

Here's how you populate the account import macro with your data and import. You can enter and import a maximum of 5,000 records at a time. You must wait until a previous import is complete before using the macro again.

Note: You can modify the macro to import additional fields, including any custom fields you created, using the Attributes Mapping worksheet in the macro. The steps for modifying macros are covered in the Import Data with Custom Fields chapter.
  1. Open the Account Import Macro.

  2. If you receive a security warning that macros have been disabled, you must enable macros.

  3. Click the Resource EMail to ID Mapping worksheet.

  4. Click Populate Resource Attributes from Server to populate the worksheet with information about the resources who are the owners of the accounts you're importing.

    The Login window appears.

  5. In the Login window, do the following:

    1. Enter the host name. The host name is in the portion of the URL between https:// and /sales.

    2. Enter the user name and password.

    3. Click Submit.

  6. If you're importing additional fields, including custom fields, then do the following:

    1. Click the Attributes Mapping worksheet.

    2. Click Fetch Attributes from Server.

    3. In an empty row in the worksheet, select the attribute from the Attribute Name column.

    4. Enter the name you want displayed as the column heading in the Account worksheet. This name displays only in the macro.

    5. Click Update Headers to add the column to the Account worksheet.

  7. Click the Account worksheet, and enter the account data in the columns.

    The address you enter in the worksheet becomes the primary address for the account. If you create sales territories by address, the assignment process uses the primary address to assign territories.

    Column What to Enter

    Account Number

    Required unique ID for the organization. You can leave this field blank and generate the IDs later by clicking Generate Account Number.

    Account Name

    The name of the organization. Entry in this column is required.

    D-U-N-S number

    The data universal numbering system (D-U-N-S) number from Dun & Bradstreet Corporation.

    Account Type

    Enter either ZCA_CUSTOMER or ZCA_PROSPECT.

    • ZCA_CUSTOMER for organizations you have sold to in the past.

    • ZCA_PROSPECT for potential customers. If an organization still requires qualification, then you should consider importing the record as a lead instead.

    If you leave this column blank, then the macro enters ZCA_PROSPECT.

    Owner E-Mail

    Enter the email address of the salesperson who is the account owner. The email address must be listed on the Resource EMail to ID Mapping worksheet. Entry in this column is required.

    Address Number

    A unique identifier for the address. If you leave this column blank, then the macro generates the number for you when you import.

    If you want to reuse an address from another account, then you can enter the address number from that address and skip the rest of the address fields.

    Address 1

    Enter the street address for the primary account address.

    Address 2

    Enter additional address information, such as the suite number.

    City

    City.

    State

    For the US, enter one of the two-letter state codes.

    Postal Code

    Postal code.

    Country Code

    The two-letter ISO code for a country. For example, enter US for the United States, and IN for India. Entry is required.

    Address Type

    Address types indicate how an address is used. For example, a customer gets billed at the bill-to address and receives the goods at the ship-to address. Address types are displayed only if you enable the display of multiple addresses for accounts.

    You can import any of the address type codes entered in the lookup type Party Site Use Code (PARTY_SITE_USE_CODE) with the tag SALES_CLOUD. By default, these are the codes available for import:

    • BILL_TO

    • SELL_TO

    • SHIP_TO

    The sales application by itself doesn't use the address type to drive any logic, but different applications you integrate may. By default, every account address you create in the application is set to the sell-to address.

    Phone Country Code

    Country code for the main phone for the organization.

    Phone Number

    Main phone number. No spaces or delimiters.

    Fax Country Code

    Fax number country code.

    Fax Number

    Fax number. No spaces or delimiters.

    Email

    Email address.

    URL

    The URL.

    Industry Code

    The industry code that you retrieved from the application for the classification category that you're using. You can obtain a list of the codes using the Manage Classification Categories task as described in the Viewing Classification Categories for Accounts topic.

    Named Flag

    A Y entry indicates the account is a named account. You can create special assignment for named accounts.

    Parent Account Number

    Enter the account number of a parent account to create an account hierarchy. You can copy over the IDs from the Account Number column.

  8. In the account import macro, click Create Import Activity.

    The Login window is already populated with the information you provided earlier.

  9. Click Submit.

  10. Here's what to do if you're prompted to correct errors in your entries:

    1. Click OK

      The Error worksheet displays your errors.

    2. Click each error link in column D and make the correction on the Account worksheet.

      Note: After you correct an error, you must click outside the field for the correction to be recognized.
    3. Click Create Import Activity and Submit again.

  11. If the macro data is validated without errors, then the macro displays one of the following messages.

    Message Meaning

    The file import activity was submitted successfully.

    Your import has started. If the file import activity is submitted successfully, then the confirmation message displays the job ID.

    Unable to connect to the server at this time.

    You may have entered an incorrect host.

    Unable to submit the file import activity. Check log for details.

    Open the Errors work sheet to view the error details.

  12. If your import activity was submitted successfully, then click Activity Details.

    The Activity Details window lists the import activity name, ID, and its status.

    • If the import activity is still in progress, you can refresh the status periodically by clicking Refresh.

    • A status of "Completed" means your import completed successfully.

Import Contacts

After the account import process completes, you can import the account contacts. You can import multiple contacts for each account, but you must specify one of the contacts as the primary contact. If you don't identify an account for a contact, the contact gets imported as a stand-alone contact. Using the macro, you can import up to 5,000 contacts at a time. You must ensure each import completes before starting another.

  1. Open the Contact Import Macro.

  2. Enable macros in Microsoft Excel, if required.

  3. Select the Resource EMail to ID Mapping worksheet.

  4. Click Populate Resource Attributes from Server to populate the worksheet with information about the resources you will assign as owners of the contacts you're importing. The contact owner is usually the resource who created the record. Owner entry is required.

  5. Sign in on the Login window:

    1. Enter the host name. The host name is in the portion of the URL between https:// and /sales.

    2. Enter the user name and password.

    3. Click Submit.

    The worksheet now includes both IDs and email addresses of the sales resources in your application. The email doesn't get imported; it just helps you enter the owner.

  6. If you're importing additional fields, including custom fields, then do the following:

    1. Click the Attributes Mapping worksheet.

    2. Click Fetch Attributes from Server.

    3. In an empty row in the worksheet, select the attribute from the Attribute Name column.

    4. Enter the name you want displayed as the column heading in the Contact worksheet. This name displays only in the macro.

    5. Click Update Headers to add the column to the Contact worksheet.

  7. Enter the contact information in the Contact worksheet. Here's a description of the columns:

    Column What to Enter

    Contact Number

    Unique ID for the contact. If you leave this required ID blank, the macro automatically generates it for you from the date and time when you import. The application uses the contact number to identify the contact for updates.

    Prefix

    Enter the contact name prefix. Here are the valid values:

    • DR.

    • MISS

    • MR.

    • MRS.

    • SIR

    First Name

    Contact first name. Entry is required.

    Last Name

    Contact last name. Entry is required.

    Job Title

    Contact job title.

    Owner E-Mail

    Enter the email of the account owner. The email must be one of the email addresses on the Resource EMail to ID Mapping worksheet. An owner is required for every record.

    Work Phone Country Code

    Country code for the work phone.

    If you import a work phone and no mobile phone, then the application displays the work phone as the primary phone in the contact and account UI.

    Work Phone Number

    Phone number without spaces.

    Mobile Country Code

    Country code for the contact's mobile phone number.

    If you import a mobile phone number, it automatically becomes the contact's primary number in the contact and account UI.

    Mobile Number

    Phone number without spaces.

    E-mail

    Email address.

    Address Number

    If you don't have a unique ID to plug in this required field, you can leave it blank. The macro generates it for you automatically.

    Address 1

    Enter a street address unless you're using the account address.

    Address 2

    Second address line.

    Address 3

    This column is hidden in the macro.

    City

    City.

    State

    State.

    Postal Code

    ZIP or other postal code.

    Country Code

    Two-letter ISO country code. You must enter a country even if you don't enter an address.

    Account Number

    The account number links the contact to the account. Copy the account number for the contact's organization from the Account Number column in the account import macro file. If you leave this column blank, then the contact is imported as a standalone contact.

    Primary Contact Flag

    Each account must have one and only one primary contact. You must select Y for one of the contacts for each account. The other contacts must have a value of N.

  8. Click Create Import Activity.

    The Login window appears already populated with the information you provided.

  9. Click Submit.

  10. If you're prompted to correct errors, here's what to do:

    1. Click OK

      The Error worksheet displays your errors.

    2. Click each error link in column D and make the correction on the Template worksheet.

      Note: After you correct an error, you must click outside the field for the correction to be recognized.
    3. Click Create Import Activity and Submit again.

  11. If the macro data is validated without errors, then the macro displays one of the messages listed in the following table:

    Message Meaning

    The file import activity was submitted successfully.

    Your import has started. If the file import activity is submitted successfully, then the confirmation message displays the job ID.

    Unable to connect to the server at this time.

    You may have entered an incorrect host.

    Unable to submit the file import activity. Check log for details.

    You most likely entered the wrong mapping number or the user does not have the correct permissions. Open the Errors work sheet to view the error details.

  12. If your import activity was submitted successfully, then click Activity Details.

    The Activity Details window appears, listing the import activity name, its ID and its status.

    • If the import activity is still in progress, you can refresh the status periodically by clicking Refresh.

    • If your import completed successfully, then the status listed is Completed.

  13. Optionally, click Generate Log to save a file listing the contacts that were imported.

Validate the Imported Contacts

You can validate the imported contacts either in the Contacts work area or in Workspace. Here's how to do it in the Contacts work area.

You can view the primary contacts of the accounts you imported from the list of accounts. Here's another way that you can view a list of contacts for the country you imported:

  1. Make sure that you're signed in as a sales administrator in the sales organization. Sales administrators have broad access to sales data.

  2. Open the Contacts work area.

  3. Click Advanced Search (the filter icon, callout 1 in the screenshot) to open the Advanced Search panel.

    Advanced search for imported contacts with callouts
identifying fields covered in the text.
  4. From the Saved Search list select Contact Name (callout 2).

  5. Add United States or the country you imported as an additional filter:

    1. Click Add (callout 3) and select Country.

    2. Enter the country (callout 4).

  6. Click Search.

Import Additional Addresses

Here's how to import additional addresses for accounts and for contacts using the address macro. You must expose the multiple addresses section in the UI to view them.

  1. Open the Address Import Macro.

  2. If you receive a security warning that macros have been disabled, you must enable macros.

  3. Review the attributes available for import on the Address worksheet. If you need to import additional address attributes, then do the following:

    1. Click the Attributes Mapping worksheet.

    2. Click Fetch Attributes from Server.

    3. In an empty row in the worksheet, select the attribute from the Attribute Name column.

    4. Enter the name you want displayed as the column heading in the Address worksheet. This name displays only in the macro.

    5. Click Update Headers to add the column to the Address worksheet..

  4. Enter the address data on the Address worksheet.

    Here's a description of the available columns.

    Column What to Enter

    Address Number

    A unique identifier for the address. If you leave this column blank, then the macro generates the number for you.

    Address 1

    Enter the street address for the primary account address.

    Address 2

    Enter additional address information, such as the suite number.

    City

    City.

    State

    For the US, enter one of the two-letter state codes.

    Postal Code

    Postal code.

    Country Code

    The two-letter ISO code for a country. For example, enter US for the United States, and IN for India. Entry is required.

    Address Type

    Address types indicate how an address is used. For example, a customer gets billed at the bill-to address and receives the goods at the ship-to address. Address types are displayed only if you enable the display of multiple addresses for accounts.

    You can import any of the address type codes entered in the lookup type Party Site Use Code (PARTY_SITE_USE_CODE) with the tag SALES_CLOUD. By default, these are the codes available for import:

    • BILL_TO

    • SELL_TO

    • SHIP_TO

    The sales application by itself doesn't use the address type to drive any logic, but different applications you integrate may. By default, every account address you create in the application is set to the sell-to address.

    Associated Party Number

    Copy the account or contact number from the appropriate macro to link the address.

  5. Import the additional addresses. The process is the same for all the macros:

    1. Click Create Import Activity and sign in.

    2. If you get errors, correct them and import again.

    3. If your import activity was submitted successfully, then click Activity Details.

      The Activity Details window lists the import activity name, ID, and its status.

      • If the import activity is still in progress, you can refresh the status periodically by clicking Refresh.

      • A status of "Completed" means your import completed successfully.