If you want to update existing customers, select Customers > Import > Update customers or Update customers incl. deletion (see also Import mode).
The Update customers incl. deletion mode will not only update existing customers but also delete those customers from portatour® who are not included in the import file. 'My Places' (see My Places) will be preserved in any case. Use this mode in order to adjust the portatour® database exactly to that of your CRM/ERP system.
The merging of customers from the newly uploaded file with existing customers happens on the basis of one or more key fields, specified in the course of assigning the fields. Set the respective row to be a Key row using the drop-down menu:
The customer number, for example, would be a good key field. A key field requirement is unambiguousness. If you cannot find a unique field, highlight several fields as key fields – e.g. company name, street and ZIP code. In this case, the combination of these fields must be unique for a single customer. A maximum of 8 key fields is allowed. If portatour® does not find an existing customer with a matching key during the updating process, a new customer will be created.
For all other assigned fields you specify in the drop-down menu whether to keep the value of the existing customer or to overwrite it with the value of the uploaded file.
If, for example, you only want to update the call interval fields for your customers, but want to make sure that existing notes are not overwritten, select 'overwrite' for the call interval and 'keep' for the remaining fields. In this case, the import file's notes field will only be used for newly created customers as there are no existing customers with a matching key.
If you only intend to update existing customers without creating new ones, it suffices if your import file contains the key column (e.g. customer number) and the field to be updated (e.g. call interval).
Prior to launching the actual importing process you get a summary on the last page of the importer which informs you about how many customers of the import file can be assigned to existing customers. Check if this number meets your expectations in order to detect possible errors in the key field selection.
Start the updating process with Import.