# Creating an Import File for New Users and Devices

## Overview

Before being imported, data for new users or devices (including key assignment data for programmable keys) must be saved in a . csv file. Use the Import Spreadsheet provided and Microsoft Excel® to create the . csv file or create your own. from an existing spreadsheet.

NOTE: You need Microsoft Excel®97 (SR-2), Excel 2000 (SP 3), Excel 2003 (SP 2) or later to open the Import Spreadsheet.

## Creating an Import File from the Import Spreadsheet

Creating an Import file from the Import Spreadsheet is a two-step process: 1) Populating the Spreadsheet; and 2) Creating the Import File.

### Populating the Import Spreadsheet

1. Obtain a copy of the Import Spreadsheet.

The Import Spreadsheet contains four worksheets by default: All Forms, User and Services Configuration, Key Assignment, and Telephone Directory.

2. Ensure that the Platform type is set correctly..

3. Select the User and Services Configuration worksheet.

4. Click Enable Macros if prompted.

5. Enter the user's Last Name, First Name, and Directory Number in the appropriate cell.

6. Enter additional information that you wish to import for that user.

For more information on valid entries for each cell, see the User and Services Configuration form.

7. Click Save for Import.

8. Repeat Steps 4 to 6 for each user you wish to add.

9. Click Add 50 Users, if necessary, and repeat Steps 4 to 6.

   NOTE: The Import Spreadsheet allows you to enter user data for as many users as your system supports; however, by default, the spreadsheet displays 50 rows. If you wish to add more than 50 users, click Add 50 Users. The spreadsheet adds 50 more rows with the same default column values.

10. (Optional) Select the Key Assignment worksheet and enter data for programmable keys on the telephones. Click Save Keys for Import when you are finished.

NOTES

- The Key Assignment worksheet allows you to enter data for programmable keys 2 through 12. Keys 13 and higher must be programmed by other means such as the Multiline Set Keys form or the Desktop Tool. The worksheet does not support the Application, Call Announce, and URL Line key types. (Remove Application for 9.0)

- Application key types are supported on the 5320/5320e, 5330/5330e, 5340/5340e, and 5360 IP Phones only. Before importing the spreadsheet, ensure that applications associated with the assigned application keys have been loaded on to the system.

- For more information on valid entries for each cell, see the Multiline Set Keys form.

### Creating the Import File

1. Click Check Data Format. Cells with errors are highlighted.

If no entry errors are detected, proceed to Step 3.

NOTE: The Check Data process can take a considerable amount of time, depending how much data you are adding, and on the speed of your client station.

2. Correct errors in the cells that are highlighted, then repeat click Check Data again.

If no entry errors are detected, proceed to Step 3.

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

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

3. Click Save for Import. The import file is saved as a . csv file in the same folder that contains the Import Spreadsheet.

4. Proceed to Previewing and Importing the Spreadsheet

## Saving an Existing Spreadsheet for Import

Use this procedure only if you are familiar with creating . csv files.

Your . csv file must contain the following main five sections:

- Line 1 – Indicates the name of the file, followed by an unique, then the version. The identifier is obtained from the file created by exporting data in the User and Services Configuration or Multiline Set Keys form.

- 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.

To save an existing spreadsheet of User and Services Configuration data for import:

1. Ensure that you have collected sufficient user data.

2. Name the file on line 1 with the following name and identifier:

User Configuration,vid0.150,7.0.5.3

3. Enter the following field IDs on the second line:

2,3,1,4,5,0,28,27,23,24,25,26,6,7,8,9,10,11,12,18,16,

4. Enter the field names on the third line as follows:

Last Name,First Name,Name,Department,Location,Number,Device Type,User Type,Cabinet,Shelf,Slot,Circuit,Class of Service - Day,Class of Service - Night1,Class of Service - Night2,Class of Restriction - Day,Class of Restriction - Night1,Class of Restriction - Night2,Personal Speedcall Allocation,Voice Mail,Desktop Admin,

5. Enter the configuration data for the first new user/device on one line (Line 4). For example:

Brown,Tom,Brown,Tom,Sales,,1003,5020 IP,"Standard",,,,,1,1,1,1,1,1, ,No,No,

6. Press ENTER.

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

7. Repeat Steps 2 and 3 for each new user or device.

8. Press ENTER after the final line of user or device data to end the file with a blank line.

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

9. Save the file as a plain (ASCII) text file with a .CSV extension— for example, User Configuration.csv. If you are using Microsoft Excel, select File > Save As, and choose .csv as the file type.

10. Proceed to Previewing and Importing the Spreadsheet.

To save an existing spreadsheet of key assignment data for import:

1. Ensure that you have collected sufficient key data.

2. Name the file on line 1 with the following name and identifier:

Softkeys,vid0.4,7.0.5.3

3. Enter the following field IDs on the second line:

0,1,2,3,5,6,

4. Enter the field names on the third line as follows:

Directory Number,Button Number,Label,Line Type,Button Directory Number,Ring Type,

5. Enter data for each key on the first phone that you want to configure on one line. For example:

2001,2,DND,Do Not Disturb,2, ,
2001,3,Page,Paging,3, ,
2001,4,Call History,Call History,4,No Ring,

NOTE: The Key Assignment worksheet allows you to enter data for programmable keys 2 through 12. Keys 13 and higher must be programmed by other means such as the Multiline Set Keys form or the Desktop Tool. The worksheet does not support the Application, Call Announce, and URL Line key types.

6. Repeat Steps 5 for each telephone.

7. Press ENTER after the final line of user or device data to end the file with a blank line.

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

9. Save the file as a plain (ASCII) text file with a .CSV extension— for example, Key Assignment.csv. If you are using Microsoft Excel, select File > Save As, and choose .CSV as the file type.

10. Select File and Save As, then save your spreadsheet with the document extension . csv.

11. Proceed to Previewing and Importing the Spreadsheet.

Related Topics

- About Importing User and Device Data

- Overview of the Import Process

- About the Import Spreadsheet

- Obtaining the Import Spreadsheet

- Previewing and Importing the Spreadsheet

- Troubleshooting Import Issues

- Create Profiles with the User and Services Configuration Form