# Collecting and Recording Data

Before importing new configuration data into the system database, ensure that you have gathered sufficient information.

## Collecting Data

Most forms have mandatory fields that require data. For example, the User and Services Configuration form requires a Directory Number and a Device Type for each user or device record. The following additional data is not necessary to complete the import, but is highly recommended:

- Personal data including user's full name, department, device location and directory number

- Device data including Hot Desk feature status, PLID (for analog devices), Class of Service and Class of Restriction numbers

- Voice mail access requirements (that is, which users or devices require Voice Mail access)

- Desktop Tool access data.

You can collect this information and enter it in the Import Spreadsheet, or in your own spreadsheet file. However, for verification and formatting purposes, entering data in the Import Spreadsheet is easiest.

If you are not using the Import Spreadsheet to collect user and device data, proceed to saving an existing spreadsheet for import.

## Recording Import Data Using the Import Spreadsheet

The Import Spreadsheet consists of a series of worksheets, each corresponding to a configurable form. Four worksheets are displayed by default: three for forms — User and Services Configuration, Key assignment, and Telephone Directory — and the fourth for creating additional worksheets for other forms.

The User and Services Configuration and Telephone Directory worksheets allow you to enter programming data for as many users as your system supports; however, by default, the worksheets display 50 rows. If you wish to add more than 50 users, click Add 50 Records. The spreadsheet adds 50 more rows with the same default column values.

To record data for import:

1. Obtain a copy of the Import Spreadsheet form.

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

3. Open the Import Spreadsheet and click Enable Macros if prompted.

4. Follow the instructions on the All Forms worksheet to create the required worksheets.

   NOTE: It can take a considerable amount of time to create the worksheets, depending on how many there are, whether other workbooks are open, and on the speed of your PC.

5. Enter data into the worksheet(s).

6. Click Save for Import to save the worksheet.

   NOTE: When filling out the User and Services Configuration worksheet, do not specify Desktop Admin access for Analog, CitelLink, 5001 and 5201 device types. These phones do not support the Desktop Tool.

7. Proceed to Creating an Import File.

## Recording Import Data in .CSV File Format

If you want to save an existing spreadsheet file in .CSV
Comma Separated Values. A type of database file that separates data fields with a comma. format, ensure that you have collected sufficient data (see above), then see Saving an Existing Spreadsheet for Import.

NOTE: If you are not familiar with .CSV format, use the Import Spreadsheet to collect, record, and import your data.

Related Topics

- Overview of the Import Process

- About Importing Form Data

- About Importing User and Device Data

- Obtaining the Import Spreadsheet

- Creating an Import File

- Preparing an Existing Spreadsheet for Import

- Previewing and Importing the Spreadsheet

- Troubleshooting Import Issues