# Creating an Import File

To create an import file, you have two options:

- Create an import file from the Import Spreadsheet

- Using an existing spreadsheet for import

NOTE: If you need to import over 2500 records, you must import the records in blocks of 2500 records or less. For example, if you need to import 5000 records, create two import files of 2500 records each.

## Creating an Import File from the Import Spreadsheet

To use the Import Spreadsheet to create an import file:

1. Collect and record all required and any optional information for each worksheet.

2. Click Check Data Format to check the selected worksheet or Check All on the All Forms worksheet to check all worksheets.

The Import Spreadsheet validates the data and highlights cells with errors. If no entry errors are detected, proceed to Step 4. Note the following:

- Validity checking determines whether the data make sense (numbers fall within an allowable range, numeric data are all digits, there are no illegal characters, etc.). The checking does not "verify" that the data is correct. Verification occurs when the data is imported into MiVoice Business at which time it is checked for conflicts and conformance with database configuration rules.

- Checks for out-of-range values are based on the maximums allowed by the MiVoice Business database. Some of these values are dependent on Flexible Dimensioning and may not correspond to the maximums allowed by the Import Spreadsheet. Any such out-of-range values in the spreadsheet will generate errors during the import process.

- The Check Data Format process can take a considerable amount of time, depending how much data you are adding, and on the speed of your PC.

- To minimize the amount of time required to complete a Check Data Format or a Save, do not switch to any other applications until the operation is finished.

- For more information on valid entries for each cell, see About the Import Spreadsheet.

3. Correct errors in the cells that are highlighted, then repeat Step 2.

If additional errors are detected, correct the errors, then click Check Data Format again.

NOTE: Clicking Check Data Format before every Save for Import attempt is highly recommended.

4. Click Save for Import. The import file is saved as a .CSV
   Comma Separated Values. A type of database file that separates data fields with a comma. file in the same folder that contains the Import Spreadsheet. You can use the Browse button (if available) to save the file to different folder.

A date and timestamp is appended to the saved file— e.g., User Configuration_200602101147.CSV.

5. Proceed to Previewing and Importing the Spreadsheet.

## Using an Existing Spreadsheet for Import

Use this procedure only if you are familiar with creating .CSV files and you are not using the MiVoice Business Import Spreadsheet to create an import file.

IMPORTANT: DO NOT use Microsoft Excel to create or modify import files. It will modify data and/or format it incorrectly. Instead, use a simple text editor such as Notepad. (Do not confuse Notepad with WordPad. The latter is a wordprocessor and not suitable for creating or editing import files.)

The .CSV data must follow a specific format— the same format as the data in .CSV files exported from the form in the System Admin Tool. To ensure that your file is in the correct format, always start with an exported file and use it as a template. You can then modify the template to create the import file by adding new records or editing existing ones.

The .CSV file must contain the following main five sections:

- Line 1 – Indicates the name of the file, followed by an unique identifier that must be obtained from the exported form, then the version.

- Line 2 – Contains a string of digits identifying each of the configurable fields in the form. The IDs must be obtained either from the exported form or from its worksheet counterpart in the Import Spreadsheet.

- Lines 3 – Lists the field names exactly as they appear in the System Admin Tool form.

- Lines 4...n – Lists all records for import, with one line for each record.

- Last line – Indicates the end of the file. This line must be blank.

The sections repeat for dual-view forms such as the ACD Agent Skill Groups or Hunt Groups form, with a single blank line between them.

### Saving an Existing Spreadsheet for Import

To save an existing spreadsheet for import:

1. Ensure that you have collected sufficient data.

2. Export the form that you want to use as a template for your.CSV file.

3. Enter the configuration data for each record on one line, beginning on line 4.

   NOTE: The exported file may contain more fields than its worksheet counterpart in the Import Spreadsheet. For example, the User and Services Configuration export file has 32 fields, 11 fewer than the User and Services Configuration worksheet. The extra fields (Voice Mail Licenses Available, Voice Mail Length, MAC Address, etc.) are ignored on import and can be deleted from the file. If you are unsure which fields in the .CSV file to ignore, refer to the form in the System Admin tool; any configurable fields NOT in the form's Change dialog box are fields that you can ignore when completing the .CSV file.

4. Press ENTER at the end of each record.

   NOTE: You must begin a new line for each new record. Your file must contain as many lines of data as there are records to be imported, plus the three lines at the top and a single blank line at the end.

5. Press ENTER after the final record to end the file.

   NOTE: The file must have a blank line as its final line.

6. Save the file as a plain (ASCII) text file with a .CSV extension— for example, User_Configuration_1.csv.

   NOTE: For CSV files containing characters in the extended ASCII character set— that is, characters above 128— use UTF-8 file encoding when saving the file.

7. Proceed to Setting Call History Records Capacity.

Related Topics

- Overview of the Import Process

- About Importing Form Data

- About Importing User and Device Data

- Obtaining the Import Spreadsheet

- Collecting and Recording Data

- Preparing an Existing Spreadsheet for Import

- Previewing and Importing the Spreadsheet

- Troubleshooting Import Issues