Import/Export

***** Software On Sailboats Desktop Sales Manager v6
***** Contact management software, sales automation software, CRM software

Import/Export

Desktop Sales Manager can exchange information with other programs by importing and exporting text files.

Importing
Delimited text files are imported through FILES -> IMPORT/EXPORT -> IMPORT.

You may wish to import information from other applications, spreadsheets, or from list sources like Hoovers or InfoUSA. Desktop Sales Manager can import either tab or comma delimited text files. Files with extensions .TXT or .TAB are assumed to be tab delimited files. Files with the extension .CSV are assumed to be comma delimited files. Microsoft Excel spreadsheets can be saved as either comma or tab delimited files.

The import process involves choosing a file to import and then associating the data columns from the delimited file with fields in Desktop Sales Manager. The association is made by dragging data columns to the matching Template fields - see the red arrow below.

Tutorial_Sales_Import

The first 100 records of your data are provided in the bottom of the form. Clicking on any of the rows at the bottom of the form allows you to see examples of what the imported data will look like. The selected (blue highlight) row's address (4695 MacArthur...) appears in the Example area (the red box).

Combining data columns Like FirstName Last Name into one field

In the example pictured the Contact field holds both the first and last name. This was done by dragging data column 0 (First Name) into the Template field Contact. To create a space following the first name the "Add Space" button was selected. Finally, data column 2 - the Last Name data column - was dragged to the Contact field. Note the results listed in the "Columns To Be Imported" area is [0]{Space}[2]

Entering Constants

You can enter constants into any field. In the example above you might want field "16 - Lead Source" to be "Hoovers" to indicate that the information was obtained from Hoovers database. You would select field 16, then enter the constant "Hoovers" and press the "Add Constant" button.

Constants can also be combined with columns of data. For example, you might want field "1 - Opportunity Name" to have [5] - new opportunity. In the example pictured, first drag-and-drop column 5 - which holds the company name information - then enter the constant in the field 1, to create "American Vanguard Corporation - new opportunity"

Creating Addresses with the NewLine button

Desktop Sales Manager stores addresses differently than many contact manager programs. It is certainly possible to store address information in the traditional fashion - address 1, address 2, city, state, postal code, county, and country in fields. However, Desktop Sales Manager can also store all of that information in one field.

For a US address a single field could hold this information:
Address 1
Address 2 (optional)
City, State Postal Code
Country (optional)

To transfer columns of data into one field for a typical US address using the example data columns pictured above:
[6]{Newline}[7]{Newline}[8]{Comma}{Space}[9]{Space}[10]{Newline}[11]

In Great Britain, the common format address format is:
Address1
Address2 (optional)
City
County (optional)
Postal Code
Country (optional)

To transfer columns of data from the example pictured aboove into one field for a typical Great Britain address:
[6]{Newline}[7]{Newline}[8]{NewLine}[9]{NewLine}[10]{Newline}11

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Exporting the sales pipeline as a comma delimited text file

You can export your sales pipeline by choosing Pipelines (tab) --> Export CSV or choosing Import/Export --> Export CSV from the File menu. You can use the Save As command and choose File Type of Comma Separated Value (CSV). Your sales pipeline will be exported as a comma delimited file with the filename extension .CSV.

You may have commas as part of the information in you have entered - for example "mailed proposal, product information, credit application" might be included as a Journal entry. Fields that contain commas are exported as quoted fields - a common practice when importing or exporting information through comma delimited files.

Exporting your sales pipeline as a tab delimited text file

You can also export your sales pipeline as a tab delimited text file in much the same fashion as saving a comma delimited text file. The tab delimited format is often used as an alternative to comma delimited format when there is difficulty importing information that contains commas as part of the data. Your sales pipeline will be exported as a tab delimited text file with the filename extension .TXT.

Controlling the information to be exported

You can choose the information that will be exported. In spreadsheet vernacular, you can choose which sales opportunities (rows) to export and which fields (columns) to export.

Including or excluding sales opportunities: Use the commands in the Filter tab to exclude those records that you do not wish to export. As a simple example, if you wish to export the sales opportunities that you have won then make sure that the status "Won" is the only one checked in Status area of the Filter tab. Only sales opportunities that have the status Won are displayed - and they are the only ones that will be exported.

Choosing the fields that will be exported: You select the fields (columns in the spreasheet metaphor) to be exported through Tools (tab) --> Options --> Notes/Exporting. The first data record of the exported file contains the name of the field exported.

Importing from Outlook

Desktop Sales Manager dynamically shares information that is stored in Outlook. The information in Outlook calendars and appointments is available without importing or synchronizing. Outlook contacts can be inserted into sales opportunities via the Contacts tab on the Edit form. Your Outlook Calendar appointments are included in the Calendar tab of any sales pipeline. You can add/edit/delete Outlook contacts or appointments from Desktop Sales Manager.

Other ways to export information from Desktop Sales Manager

XML: Your sales pipeline file is save as an XML file - a text file. The file can be opened and inspected using any text editor. It can be easily accessed by other programs.

Export rows/columns: A very quick and easy way to move sales information into a spreadsheet is to copy the rows and columns of the Desktop Sales Manager list area of any sales pipeline window. Right click on the rows/columns area of a sales pipeline window, and select Export Rows/Columns. The information is copied into the Windows clipboard. Open a spreadsheet and Select Edit --> Paste and the rows/columns will be pasted into your spreadsheet.

Reports: Reports can be save as Word, Excel, Adobe PDF, and rich text documents. With any report open, select Pipelines (tab) --> Save As and choose the File Type option you prefer.

Save As: As mentioned, with any open sales pipeline you can choose Pipelines (tab) --> Save As and select a the File Type as comma delimited or tab delimited.

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