Using the Top Producer Import Tool to Import your Data

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After you have completed the steps to Save the Top Producer Import Tool, double-click the TP Data Transfer.exe icon on your desktop to install and open the Top Producer Data Transfer Wizard.

To import your data using the Top Producer Data Transfer Wizard, complete the steps below.

1. From the list of programs displayed, select the program from which the contacts were exported. If your program doesn’t appear in the list, select .CSV file, then click Next.

   

2. In the appropriate text boxes, type your Top Producer 8i Username and Password, then click Next.

   

3. Select the source data file that you want transferred into 8i.
   1. Click Browse to display the Select the file to transferpop-up window.

      

   2. Click the Files of type drop-down list and select .CSV.
   3. Click the Look in drop-down list and navigate to the location of the exported .csv file on your computer.
   4. Select the file.
   5. Click Open.

      

   6. The selected file and its path appear in the Select data file section. Click Next.
4. The Data Transfer Wizard’s Field Mapping Utility allows you to map and import most data files. Mapping defines how data in your source file will be imported into Top Producer 8i. For example, fields must be mapped correctly to ensure that your contact’s first name is mapped to the First name field in 8i and won’t accidentally appear in the address field.
   If you have a complex data file, or if you’re not comfortable with the mapping procedures, please contact Top Producer Technical Support for further assistance.

   If you selected:

   1. A source program from the list (i.e., Outlook XP, Prep, etc.), the mapping settings will be automatically defined. Do NOT change these settings. However, you should still review the mapping settings to verify that the data is mapped properly. Use the scroll bar in the Map these values list on the left to review the values stored in each contact record. You can use the Previous () or Next () arrows located below the Map these values list to review the contact records.
      If the data appears to be mapped correctly, click Next.
   2. The CSV file option, you’ll need to manually map your data. For more information on how to map your data, click here.
5. You should now assign a unique contact type to the contacts being imported. This allows you to locate the contacts in 8i, and edit or delete them in the event the data wasn’t properly mapped prior to the import. If you don’t assign a unique contact type to the records now, it may be difficult to locate them in 8i later.

   

   To assign a contact type:

   1. Select one or more contact types from the list, then click Assign.
   2. You can also type directly into the Contact types field. Any contact type you enter manually will be added to the list of Top Producer 8i contact types, and you can search for this group in 8i using the Advanced Search feature.
      If you don’t know what to enter in the Contact typesfield, we suggest using the word "Imported" along with the current date. For example, "Imported_March_11_2008."

      Note: When entering multiple contact types, separate each type with a comma [,]. You should limit any symbols and punctuation to only the most common ones. Do not use the comma unless it’s being used to separate multiple contact types.

   3. Click Next once your contact type(s) have been assigned.
6. A grid displays all the information that will be imported into Top Producer 8i. Verify that the data is correctly mapped to the respective 8i data fields, by comparing each column's header with the data contained directly underneath it. For example, make sure that first name, last name, address, etc. appear in the correct fields.

   

   Note: If it appears that the data is not correctly mapped, make a note of which fields are incorrect and click Back twice to return to the mapping process. Then refer to the “Manually Mapping Data from a CSV File” article for information on how to correctly map import fields.

7. If the data is mapped correctly, click Next.
8. Enter your personal email address (not your email address for Top Producer 8i, as this is the email address that recieves the data import status updates).Then click Start.

   

   IMPORTANT! If you perform the data import process multiple times, your imported contact information will be duplicated in 8i. Any contacts in the imported data that are already in your 8i database will also be duplicated.

9. The Data transfer in progress window displays the progress of sending your data to Top Producer 8i.
10. When the data transfer is complete, click Finish. While the data is importing into your 8i database you will be unable to login.When the data has been successfully imported into 8i, you’ll be sent an email letting you know the import process is finished. At that time, you can log in to 8i and review the data you’ve imported to ensure it was successful.

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