How To Create A New Tax
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1. RATE NUMBER 44 0 1372 587 587 TWITTER ArtifaxSoftware WEB www artifax net See the Contacts page on our website for more global contact details htto www artifax net index php company contact us 262. become populated with the mapping in that row Using the two fields edit the mapping as required Click on Add A warning asks you if you wish to overwrite the existing mapping Click on Yes to confirm and overwrite PI ARTIFAX TAB 3 Custom Forms Section 4 Custom Form Mapping This section has 2 fields Artifax Data field lists all field names in the Custom Form for Entities in Event Outlook CSV field lists all the column headers or grid references in your CSV Use these fields to map or match like data from your CSV to the most relevant Entity Custom Form field in Event This method allows you to define exactly where data goes to in your Entity Custom Forms E i ii P Organisation Entity Custom Forms in the Module In Event Entity Custom Forms are applied to 2 different places e Entity Customer the Custom Form for a Person or Organisation Entity e Entity Contact Link the Form used where a Person Entity is linked as a Contact for an Organisation Entity If you expand the Artifax Data field in TAB 3 you will see that each Custom Form field caption is listed 3 times Each instance is followed by a suffix in brackets This suffix indicates what type of Custom Form and for what type of Entity your CSV data will map to once imported The table below illustrates which areas each suffix refers to Suffix Description Where data goes in Entity Custom Forms The Entity Customer Custom Form for th
3. Organisation has no addresses the Module can no longer check for duplicates of an Organisation via Name Postcode In this instance you may get duplicate Organisations added as new Entities in Event If you have multiple contacts of the same Organisation we recommend importing WITH the option Add Address to Organisation checked 24 PI ARTIFAX Best Practise for Importing Multiple Contacts of the same Organisation When importing Organisations with multiple Contacts we recommend the following import process 1 Split your CSV file into 2 new CSV files One listing Organisations only anda second listing Person contacts only 2 Import the Organisation CSV file first e Make sure you map both addresses in TAB 2 e Check option Add address to Organisation in TAB 5 3 Then import the CSV file with Person Contacts only e Make sure you map both addresses in TAB 2 e Check option Add address to Organisation in TAB 5 Running the import this way allows for the addition of new addresses from new contacts to an existing Organisation Entity This process is preferred to a single import which creates a new Organisation Entity for each new address 25 PI ARTIFAX Support Please refer to the Artifax Event User Manual for further information regarding Artifax Event functionality For further assistance with any Artifax product please contact Artifax Software Ltd at UK Support Office EMAIL support artifax net NATIONAL CALL
4. Person and their associated Organisation will be added to Artifax Event as new individual Entities The two will be linked as Contacts Duplicate Organisations Depending on how the Contacts data is recorded in your CSV file the duplicate checker may create duplicate versions of an Organisation A duplicate Organisation Entity is usually created when multiple contacts of the same Organisation are imported but have alternate non matching postcodes in their addresses The following rules should help you understand the potential scenarios e lf there are 2 entities of Organisation A both with blank postcodes then the Organisation will be added once The duplicate checker found a Name Postcode match No Duplication e If there are 2 entities of Organisation B both with postcode ABC then their Organisation will be added once The duplicate checker found a Name Postcode match No Duplication e If there are 2 entities of Organisation C where one has a postcode and the other does not the Organisation is added twice Only a Name match was found by the checker Organisation Duplicated A null or blank postcode is considered to be different to an actual postcode e If there are 2 entities of Organisation D where both have a blank primary postcode but differing secondary postcodes the Organisation is added twice Only a Name match was found Organisation Duplicated Where mapped the duplicate c
5. Secondary mapped WO Only Secondary address added Secondary Both addresses added Secondary 1 But when just one Address is mapped i e Main or Secondary the fields Once imported the Organisation has Organisation Address and Only add selected Address become read only with the following selection and results Organisation Only add selected EoI a idal Address Address Organisation has Secondary only secondoy O Ao Only Secondary address added 19 PI ARTIFAX Saving amp Loading Configuration NEW to this version of the Entity Import Module is the option to save all Module settings in any tab at any time All details including File Selection Mapping and Options Configuration can be saved The configuration is saved to an XML file on your computer You can save as many configuration variables to as many XML files as you require Make sure you give the files titles that sum up their settings so they can be easily defined at a later date To Save Configuration 1 Enter your required Module configuration 2 Click on Save Configuration A Save Configuration File window opens 3 Browse to your preferred save location 4 Enter a Name for the XML file 5 Click on Save A message confirms that the file is saved to the specified location You can overwrite a saved XML file at any time with updates to the configuration Simply select the existing file as the save point rather than enterin
6. Vi ARTIFAX ARTIFAX ARTIFAX EVENT Artifax Entity Import Module Manual V 3 24 0044 for Event V 3 21 or later Pi ARTIFAX Artifax Event Artifax Entity Import Module Manual Contents DESCRIPTION About the Entity Import Module Installing the Module Before using the Module Opening the Entity Import Module TAB 1 Select File TAB 2 Data Mapping TAB 3 Custom Forms TAB 4 Select Types and Groups TAB 5 Options Address Options Saving amp Loading Configuration TAB 6 Import File Imported Entities in Event Duplicate Checker Importing Multiple Contacts of the same Organisation SUPPORT Author SBlend PAGE O wo N wo A WW 14 17 18 20 20 22 23 25 26 PI ARTIFAX About the Artifax Entity Import Module The Artifax Entity Import Module allows Users of Event to transfer all Entity details in a CSV spreadsheet to the Event database saving hours of manual data entry This means any contact details you have stored in Microsoft Outlook or in an Excel spreadsheet can easily be uploaded to Event as new Entities You will be able to import e A Persons First Name Last Name and Title e A Person s Company and their Position in that Company NOTE A person s Company will also be added to Event as a new separate Entity e 2 Addresses with descriptions e 3 Phone Numbers with descriptions e 2 Email Addresses with descriptions e 1URL and description e New Countries into Cou
7. and the drop down field on the right lists all Phone Types in Event 3 Select an alternative Event Phone Type from the right field rl Entity Import Module o lall Select Phone Type in the table to edit Third Phone Type Mobile Mapping Summary Phone Type Event Phone Type main Phone Type Work Secondary Phone Type Home Mobile Close 4 Repeat this process for the other two Phone Types as required 5 Click on Close to save A NOTE You do not have to configure different Event Phone Types for each Phone Loim Type You can set the same Event Phone Type for all three of the Phone Types 6 When complete click Next to proceed to TAB 5 16 PI ARTIFAX TAB 5 Options Section 7 Configure Export Options This section and tab are new to this version of the Entity Import Module It includes the read only options Y Do not allow duplicate Organisations v Use all addresses primary and secondary to check for duplicates Y Do not overwrite existing data for duplicate Entity These options are all checked by default and CANNOT be edited J Configure Export Options E Always add new country name to database Do not allow duplicate organisation C Do not allow duplicate person Use all addresses primary and secondary to check for duplicates Do not overwite existing data for duplicate entity Add address to new Organisations Organisation Address Main Address Only add the selected Address above to new Organ
8. ctions Section 5 Set Entity Group Entities must be imported as members of an Entity Group whether new or existing In this section select whether to e Create a New Entity Group or e Map to an Existing Entity Group Create a New Entity Group Select Create New Group to import all contacts as members of one new Entity Group You can use the automatically generated name in the Entity Group field this is created from the current date and time or enter an alternate Group Name Mapped to an Existing Group This option lets you import contacts as members of existing Entity Groups To do this you must create extra columns in the CSV file for each existing Entity Group Then for each contact enter a 1 in that column if they re a Group member and a O if not 1 In Event add an Entity Group e g Customers 2 Then open your CSV file in your spreadsheet program 3 Add anew column and label it with the name of new Entity Group e g Customer Entity Group 4 For each row or contact in that column enter either e 1 if they are a member of that Group e 0 if they are NOT a member of that Group FOR EXAMPLE Below the User has 2 existing Entity Groups in Event Customer and Staff The User wants the Entity for import to be added to the Staff Group but not the Customer Group so they enter a 1 in the Staff column and a 0 in the Customer column 14 PI ARTIFAX im Web Page Customer Ent
9. e Organisation The Entity Customer Custom Form for the Contact Barcon The Entity Contact Link Form which links the ank contact to the Organisation 12 gt f oS eam gt PI ARTIFAX To map Custom Form Data 1 Select a Custom Form field in the Artifax Data field e g Memo 2 Inthe Outlook CSV Data field select the most relevant data match e g Notes 3 Click the Add button The mapped data is added to the table as a row 4 Repeat steps 1 3 until you mapped all the required Entity Custom Form fields in Event to data in your CSV file 5 Then click on Next to proceed to TAB 4 NOTE When you make a selection in the Artifax Data field a message shows indicating the type of field you have selected e g string numeric etc This message is a guide for data selection you make in the Outlook CSV Data field as you can only map like to like fields For example a string field e g Name cannot be mapped to a number field e g Phone No It has to be mapped to another string field 4 Custom Form Mapping Artifax Data Memo Link OQutlook CSV Data Keywords Mapped Outlook CSV values should be of the type Memo Field Artifax Data Outlook CSV Data Removing or Editing Mapped Custom Form Rows Removing or editing rows in TAB 3 uses the same process as in TAB 2 Please see page 11 for steps on how to Remove or Edit mapped rows 13 PI ARTIFAX TAB 4 Select Types amp Groups TAB 4 has two se
10. escriptions In Event each Contact Detail i e addresses emails Phones and URLs has a Description Descriptions are NOT a feature of Outlook If you want to import an Outlook formatted file with descriptions try the following 1 Open the Outlook format CSV file in your spreadsheet program 2 Add eight new columns for Address 1 Description Address 2 Description Phone No 1 Description Phone No 2 Description Phone No 3 Description Email 1 Description Email 2 Description URL Description 3 Then in each new column enter descriptions for each contact in your CSV file as required 4 Close and Save the CSV file clicking Yes to the save warning Even though you have added additional columns the Module will still see the file as Outlook formatted as it contains all the default Outlook columns This means you will still be able to Load Outlook Defaults in TAB 2 Finally 5 In TAB 2 use the fields to manually map and add each new piece of description data 10 PI ARTIFAX Removing Rows Rows can be removed one at atime To remove a row Right click on the row to remove Select the Remove option Artifax Data Outlook CSY Data First Name First Name Last Name Organisand Remove AE company Editing Rows To overwrite or edit a row s mapped data Select the row you wish to edit in the table The Artifax Data and Outlook CSV Data fields will automatically
11. g the name of a new one To Load Configuration At a later stage you may want to re load previously saved settings 1 Open the Entity Import Module 2 Click on Load Configuration A Load Configuration File window opens 3 Browse to the location of your saved XML file 4 Select the required XML file 5 Click on Open The Module tabs will all be populated with the settings saved to the XML file Reset All Click on the NEW Reset All button at any time to clear all data and settings in all sections of the Module 20 PI ARTIFAX TAB 6 Import File Section 8 Import File The Import section has two read only fields e Data Source the SQL server address of your Event database e Database the name of your Event database Select File Data Mapping Custom Form Mapping Select types and Groups Import File 8 Import file Data Source SQLSERVERZO05 Database ArtEvent_Test SB Before importing please read the information about Duplicate Checking on page23 and Best Practise on p 25 1 Check the Data Source and Database details are correct 2 Click on Import 3 A pop up opens listing all data mapping as configured Check the mapping list to ensure that all is correct op Entity Mapping Module Your mapped entity details are displayed below Please check that they are correct before importing Entity Data Mapping First Name First Name Last Name Last Name Title Title Organisation Compan
12. hecker looks at secondary as well as primary postcodes 23 Fl ARTIFAX e If there are 2 entities of Organisation E where both have the same postcode but differing address details i e street city county etc then the Organisation is added once The duplicate checker found a Name Postcode match No Duplication It does not run a check on any other address details e If there are 2 entities with the same postcode but belonging to different Organisations then an Entity is added for each Organisation The duplicate checker found a Postcode match only NOTE When checking postcodes the duplicate checker does not ignore spaces in apostcode So the postcodes SW1 1AA and SW11AA will be seen as two different postcodes It is advised to delete all spaces in postcodes prior to import The above scenarios are expected functionality in the Entity Import Module f you want to avoid the duplication we advise that you see p 25 on The Best Practise for Importing Multiple Contacts of the same Organisation Alternately you can import your CSV contacts as normal and then manually administer your Entity List in Event to ensure that all Organisations are added and linked their Contacts as required Add Address to Organisation Option In the 5 TAB named Options there is a checkbox Add Address to Organisation When this option is unchecked no addresses from the Person Entity will be added to the new Organisation Entity Because the
13. isations The editable options available are Always add new Country name to database In Artifax Event countries are added to the database by the Administrator Options gt Setup gt Countries When you import new contacts they may contain addresses with countries that do not exist in your Event database To add any new countries when you import check this option If unchecked addresses with countries not in the database will get added with a blank country selection Do not allow duplicate Person When the Module imports a Person contact it checks the First Name Last Name Postcode entry for duplicates 17 PI ARTIFAX Check this option to prevent the Module creating new Entity s with the same First Name Last Name Postcode However your CSV file may include contacts with the same name but different details For example your contacts list may have many common names like Dave Smith but each instance of Dave Smith is unique If this is the case leave the Do not allow duplicate Person option unchecked Address Options When you import a Person Entity with company details then their company will get added to Event as a separate Entity Three fields are supplied so you can define which of the Person Entity s addresses are added to the new Organisation if any and in which order Add Address to Organisation This option becomes active when you map the Entity Details on TAB 2 Check this
14. ity Group Staff Entity Grou www artifax net ol Il 5 Open the Entity Import Module Map all the data as required 6 In TAB 4 select Mapped to Existing Group 7 Then click on Select Group to open the Entity Group Mapping form P GroupMapping Entity Group Customers Mapping Data Customer Entity Group Remove All Groups Outlook CS3V Data Staff Staff Entity Group Customers Customer Entity Group Close 8 Inthe Entity Group field select an existing Entity Group 9 Inthe Mapping Data field select the name of the extra column you added to your CSV spreadsheet i e Customer Entity Group 10 Then click on Add The mapped Entity Group is added to the table as a row 11 Repeat steps 8 10 for each Entity Group you require 12 Then click Apply The pop up closes and the mapping is visible in Section 5 as a list in a table 15 PI ARTIFAX Section 6 Set Phone Type In Artifax Event a Phone Type can be applied to each Phone Number They are managed in the Types configuration area The Module allows for the maximum import of 3 Phone Numbers per Entity Main Phone Type Secondary Phone Type and Third Phone Type A default Event Phone Type selection is applied to each of these To edit the Phone Type defaults 1 Click on Configure Phone Types The Phone Type Editor opens in a pop up 2 Select a Phone Type in the table to edit The left field displays the selected Phone Type
15. k CSV 2 Load input file File to Import Users ARTIFAX Documents outlook CSV First row contains the column header Preview Reset All Save Configuration Load Configuration Next gt l Close Section 2 Load Input File Use the Browse button to search for and select the CSV file you wish to import N NOTE Make sure the CSV file is not open in any programs when selecting First row contains the column header This option is checked by default However if you wish to import a CSV file saved from a spreadsheet that had no column headers then a In Section 1 select CSV and b In Section 2 uncheck First row contains column header NOTE With this option unchecked data mapping in TABS 2 and 3 will be done by grid referencing References in Preview can help with mapping Preview button Click Preview to see the selected CSV file data in either a Text or Grid view Click on Next to proceed to TAB 2 PI ARTIFAX TAB 2 Data Mapping Section 3 Data Mapping This section has 2 fields e Artifax Data field lists all the details in Event related to an Entity e Outlook CSV field lists all the column headers or grid references in your CSV Use these fields to map or match like data from your CSV to the most relevant Entity detail in Event This method allows you to define exactly where data goes to in Event 1 Select a data type in the Artifax Data field e g Entity Position 2 In
16. n the Installation Complete page shows click on Close PI ARTIFAX Before using the Module The Entity Import Module requires your contact data to be in a CSV file format Many address books will allow an export in this format The following explains how to create a CSV from common programmes Excel and Outlook Contact details in an Excel spreadsheet For contact data recorded in an Excel spreadsheet you need to change the file format to CSV comma delimited 1 Open your contacts spreadsheet in Excel 2 Select File gt Save As 3 Inthe Save as Type drop down field select CSV comma delimited 4 Give the file a Name and click Save NOTE The CSV format cannot save multiple worksheets in a spreadsheet If you try to do this a warning message will show Click on Yes to save only the active worksheet as the CSV file 5 On saving you will be warned that converting to CSV may lose some features Click Yes to proceed with the save 6 After saving check the data in the new CSV file to ensure that it is all in order Contact details in Outlook You may not want to export all of your Outlook contacts so we recommend you create a Contact Group for exports First you will need to add a new folder to save the Group to Mame In Outlook select the Contacts view Exports for Event Select the tab Folder Folder contains Click the option New Folder Select where to place the Folder Give the folder a
17. name a gt userQpartifax net 4 Select the Account folder top level LA Inbox Ll Dratts s A sent terms a Deleted Items 45 ia Calendar Contacts ee ae SY Click on Ok Pi ARTIFAX Then create your Contact Group ee Se Yr FS In Outlook select the Contacts view and the Home tab Click the option New Contact Group Give your Contact Group a Name Then click the option Add Members In the Select Members pop up a Select a contact to add b Click the Members button c Repeat steps a and b to add all your required contacts Then OK Click on Save and Close The Group is added to the default Suggested Contacts folder Select this folder in the left pane and then search for your new Group Right click on the Group and select Move Then select the new export folder Exporting the folder from Outlook to a CSV file is done in Advanced Options ae eS oS In Outlook select the File tab In the left pane select Options In the Options pop up select Advanced in the left pane Under the Export heading click the Export button In the Export pop up a Select Export to a file and click Next b Select Comma Separated Values windows and click Next c Give your file a name d Click Browse to select a save point e Click Next f Then select the new folder you created as the folder to export from g Click Next and then Finish to create the CSV export file Based on Outlook ve
18. ntry Configuration as part of an Address Additional data from Outlook or even data unique to your contact s record can be imported to a Custom Form in Event People or Organisations are imported as members of an Entity Group You can create a new Entity Group or import the new Entities to an existing Group or Groups in Event PI ARTIFAX Installing the Module The Module is delivered as two files Artifax Entity Import Module Windows Installer Package 540 KE setup Application 401 KE 1 Open Artifax Event 2 Double click on the Setup file to start a The installer opens with the Welcome page Click on Next b Choose the location in which to install the Module The default address is C Program Files Artifax Entity Import Module To choose an alternative location click on Browse NOTE Click on Disk Cost to check whether you have enough disk ls space to accommodate the Module c Now select whether you want the Module to be available to Everyone Module will be available to all Users of this computer or Just me Module will only be available to the User who installed d Click on Next e Inthe Confirm Installation page click on Next to run f When the Installation Complete page shows click on Close The second file prepares the database in Artifax Event for the import 3 Double click on the Artifax Entity Import Module file a Click on Finish to run the setup b Whe
19. option to add your mapped Person s address or addresses to new Organisations Uncheck this option to prevent a Person s address es being applied to new Organisations AN NOTE When this option is unchecked the Module can no longer 4 i N ascertain whether there are duplicates of an Organisation See p 23 on Organisation Duplicates Organisation Address Only add selected Address In TAB 2 of the Module you have the option to map the data for 2 addresses e Main Primary Address e Secondary Address These fields only become active if box Add address to Organisation is checked and both the Main and Secondary Addresses have been mapped in TAB 2 The Organisation Address field adjusts to list the address es that you have mapped in TAB 2 18 PI ARTIFAX For example If you map both Addresses in TAB 2 then they are both listed in this field for selection and the checkbox option Only add selected Address becomes active if you only map the Secondary address in TAB 2 then this field can only display Secondary The checkbox Only add selected Address will become inactive as the option no longer applies So when both Addresses are mapped the fields Organisation Address and Only add selected Address function together with any of the following combinations Organisation Only add selected Address Address Selection Checkbox A Only Main address added Main amp OO Both addresses added Main 1
20. rsion 2010 See the Microsoft Outlook help notes for more information Fl ARTIFAX IMPORTANT Before you start the Module make sure that you have backed up your current Event database Opening the Entity Import Module To open the Module go to the Directory in which you installed it The default location is C Program Files Artifax Entity Import Module In this folder there is an application file named EntityImportModule jeld o Program Files Artifax Entity Import Module Include in library Share with Slide show Marne Type ri ArtifaxLogos Icon FI Entitvlrnporthtodule Application A NOTE The Module MUST be run by a SQL User who has DB ownership of the Event database Please check with your System Administrator As the SQL Database Owner click on the file to open the Module On opening the Module you ll be presented with 6 tabs e Select File e Data Mapping e Custom Form Mapping e Select Types and Groups e Options and e Import File Pi ARTIFAX TAB 1 Select File TAB 1 has two sections Section 1 Select File Type Select the type of file for import to Event The options are e Outlook select this for CSV files which have been exported from Outlook e CSV select this for CSV files saved from an Excel spreadsheet FI Entity Import Module b aE Select File Data Mapping Custom Form Mapping select types and Groups Options Import File 1 Select file type Outloo
21. the Outlook CSV Data field select the most relevant data match e g Job Title 3 Click the Add button The mapped data is added to the table as a row 4 Repeat steps 1 3 and map all required data in Event to data in your CSV file 5 Then click on Next to proceed to TAB 3 P Entity Import Module co aE Select File Data Mapping Custom Form Mapping Select types and Groups Options Import File 3 Data Mapping Artifax Data Entity Position Add Qutlook CSV Data Job Title Reset Load Outlook defaults Artifax Data Outlook CSV Data First Name First Name Last Name Last Name Organisation Company Job Title Load Outlook Defaults If you have selected the Outlook option in Section 1 AND an Outlook formatted file in Section 2 then this button will become available Click on Load Outlook Defaults to automatically map the Artifax Data to its equivalent Outlook Data Once loaded you can still map additional details manually Fl ARTIFAX Resetting To clear the data mapping in this section click on Reset To clear all configuration added to the Module so far click on Reset All NOTE When mapping manually we recommend that you only map like to like fields For example a text field e g Name cannot be mapped to a number field e g Phone Number It should be mapped to another text field D
22. y Main Phone Number Business Phone Main Phone Descnption Phone 1 Description Custom Form Mapping Memo Contact Notes Memo Link Notes Memo Organisation Notes Phone type Mapping main Phone Type Work Secondary Phone Type Home Third Phone Type Daytime Entity Group Mapping Staff Staff Entity Group paeen 21 PI ARTIFAX 4 Ifthe mapping is correct click on OK 5 You will get a final reminder message to back up your Event database before importing If you have backed up click Yes to continue 6 When the import is complete you will get a message to confirm Click Ok Imported Entities in Event When the import is complete check the Entity List in Artifax Event 1 Log into Event 2 From the Diary page select Lists gt Entity Lists 3 Runan Entity Search Your imported contacts should be listed here as new Entities under Last Name First Name 22 PI ARTIFAX Duplicate Checker The Module runs duplicate checks when importing a Person contact who has details of an Organisation attached The checker looks for matching Organisation Name Postcode Main and or Secondary Postcode If it finds an existing Organisation with matching Name AND Postcode then a new Organisation Entity will NOT be created Only the Person contact will be added to Artifax Event and will be linked to the existing Organisation If no existing Organisation with a matching Name AND Postcode is found then the
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