Import data for multiple users at once

To import customer data for several users at once, you only need one import file with all the data of the desired field reps. It is important that the associated field rep is noted in a separate column in the file for each customer - either by means of email address or employee number.

Follow these steps for the import:

1. In the Workspace Organization, go to Options > Import data and select the desired entity: Customers, Appointments, Tasks or Reports.
2. Follow the steps of the import assistant that you already know from importing data for a single user (see Choose import mode). If you have already saved an import configuration, you can use it (see Download and use import configuration).
3. On the User assignment page, select under Assignment whether the user assignment should be performed by email address or by employee number. Then select the appropriate column in your import file under Source column.
   
4. On the User selection page, check that the users found and the number of rows to import are correct.
   
   • Check the correct spelling of the email addresses or employee numbers in the import file as well as in the user management, if the mapping was not found as desired.
   • Uncheck the Import checkbox for those users you want to exclude from the import, if necessary.
   • Email addresses or employee numbers for which no corresponding user is found in portatour® will be marked with not found under User in portatour®.
   • You will get a hint below the table if there are no rows in your import file for any portatour® users.
5. Follow the further steps of the import assistant, similar to the individual import (see Field mapping).
6. At the end of the import assistant, you'll see the preview for the first user. Check the data.
   
7. Decide how you want to proceed:
   • Click on Back if you detect problems in the preview and want to make changes to the settings.
   • Click Import if the preview is correct and you want to import the data for this user. You will see the result of the import for this user in a summary. It is followed by the preview for the next user.
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   • Click Skip if you do not want to perform the import for this user and continue with the preview for the next user.
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   • Click Import all users if you want to perform the import for this user and for all other users without checking the preview per user.
8. After the last user, you will see an overall summary. There, you can also download the import configuration by clicking on Save import configuration...
   
9. Click on Close to exit the import assistant and return to the organization-wide options.

Please note:

• If you use employee numbers, make sure that they are entered correctly for all users in the portatour® user management.
• When using email addresses, make sure they are spelled correctly - both uppercase and lowercase letters must also match.
• When you upload an Excel or ODS file, all rows must be on a single spreadsheet. The assignment of customers to users must be made by means of a column (email address or employee number) as described above, and not by means of separate worksheets.
• The limits for the import are 100,000 rows and 100 user accounts. If they are exceeded, the process is aborted. In this case, manually split the import file into several files or use our API scripts for automatic splitting and uploading.
• A company-wide restore point is created for all user accounts before the import process (see Restore). If the import process produces an unexpected result, for example due to an incorrect import file or incorrect field mapping, revert to this restore point, either company-wide for all users or for individually affected user accounts. Bear in mind that any data entered by users in the meantime will be lost.