Import contacts

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

It is possible to import contacts in the address book of your Yuki administration from Outlook, Outlook Express, Yuki or another application. It is advisable to regularly exchange contacts between your domain and Outlook (Express), smartphone, GSM, PDA or Organizer so the contacts in both environments are always similar. In Yuki this is only possible via the import and export feature. there is no synchronisation feature available in Yuki.

Only a user with the 'Back office' role in the domain or the 'Management', 'Financial administration' or 'External accountant' role can import contacts.

Hover your mouse over the Contacts icon in the navigation bar and then click on Import & Export. 

The following screen is opened:

Click on the History button in order to view all the imported address files. Now you see all address files that have been imported in the past.

Import contacts

Click on Import in order to start the process that consists of five steps:

1. select the application from which you want to import your contacts
2. follow the instructions yo export contacts from the selected application
3. indicate whether an already existing contact in Yuki should be supplemented or completely overwritten
4. select the export file
5. link the fields to be imported to the fields in Yuki.

Step 1

In the first step you select the application from which you want to import the contacts (format of the import file): 

• Outlook
• Outlook Express
• Yuki (with this format you can export data from a domain, change this data in Excel and then import this data again in the same domain)
• Other application (like Excel).

Step 2

This step consists of instructions how to export contacts or contact details appropriately from the application chosen in step 1. In the example below you want to import contacts from Yuki.

Step 3

Here you have to indicate whether you want to update (supplement) the already existing contacts or completely add the import file (overwrite current data), regardless which contacts are already present. 

Step 4

In this step you have to click on the Bestand kiezen button in order to select the export file that you want to import in Yuki.

Step 5

In the final step you can assign the fields to be imported to the fields in Yuki. You can specify which information you want to save in which field on the contact card but Yuki wil also give you a suggestion. The fields that Yuki cannot place are indicated with 'Do not import'.. You have to assign those fields by yourself.

If you import the 'First name' and/or 'Initials' then Yuki will create a contact card of the 'Person' type and otherwise always a contact card of the 'Company' type.

When the import file contains both company data and contact details, the import must be done in two steps.

For a detailed description, see article Contacts import file: assign Company field to Contact person field in Yuki.

Check whether the fields to be imported are assigned to the correct fields in Yuki.. If so, then click on the Import button.

TIP!

The header of the file to be imported should not contain parentheses ().

Each line should end with a CRLF (Carriage Return LineFeed). When those are missing Yuki cannot make a distinction between the header and the lines containing contact details.

After the contacts (addresses) have been imported the result of the import will be shown. 

For a detailed description, see article Contacts import result.