Mapping Imported Data

When you import data, you need to indicate which fields from the .CSV File correspond to which data fields in Top Producer. For example, you will need to map the First name field in the .CSV file to the Primary person's First name field in Top Producer.

There are two ways to map your data: manually mapping your data (not recommended) or using the Field Mapping Utility in the Data Transfer Wizard.

Tip: You need to map each individual field you would like imported from the Map these values list to its matching Top Producer field name in the adjacent To these columns list. Some values have been automatically matched for you. However, you should still confirm that these are correct.

All of the values for each record in each row of the source file appear as separate records in the Map these values list. In some cases, the first record will contain all of your header values (for example, they will begin with the first contact's data).

Note: If your source file contains header information, ensure that the First row is a header row check box is selected. Otherwise, the header values in the first record will be imported as a separate contact record.
If you've mapped data before and saved these map settings, click Load to use these values again. Navigate to the saved .TXT file and click Open.
For those items not matched, select the first blank item in the To these columns list. Then, select the corresponding column in the Top Producer columns list. You can expand and collapse categories using the [+] and [-] icons. Select the field value and click the left arrow button [<] to add it to the To these columns list.

Example:
- If the first item in the Map these values list is a contact's first name, or if it is a header titled First name:
- In the Top Producer columns list, click the [+] icon next to the relevant column (Contact Info) to expand this category until you reach the relevant field (so, Primary Person, then click First name).
- Click the left arrow button (<) to add the selected field name (First name) into the To these columns list. This will map the selected value to the selected Top Producer column when importing.
Repeat step 3 for all of the values you want to import. If you do not map an item and the adjacent To these columns value is blank, that information will not be imported.
Select a value and click the right arrow button () to unmap a single value. Click the double right arrow button ()to un-map all values.
Click the next () or previous () arrow buttons below the Map these values list to scroll through the records in the file you are importing from.
Click the first page () or last page () buttons located below the Map these values list to move to the start or the end of the CSV file.
Click the Restore Defaults button if you have modified the mappings and want to return to the default settings.
If you want to keep these mapping settings for future use, click Save. Select the location where you want to save the mapping settings, and enter a name in the File name text box.
When you are finished mapping all of the desired values, click Next.

To map your data manually by manipulating spreadsheet data:

These instructions assume you are attempting to import a CSV file created using an industry-standard spreadsheet program, such as Microsoft Excel.

We have provided a complete list of the data fields that can be imported into Top Producer. By inserting the appropriate header field names into the first (header) row of the source file (.CSV or .TXT file), you can be assured that the data in the source file will be imported into the correct matching fields in Top Producer. The data in your .CSV file can be in any order (for example: Company Name, Street, First Name, etc.). As long as the correct Top Producer header field names are inserted above each column of data in your .CSV file and you map these values correctly, then the data will be imported into the correct fields in Top Producer.

Tip: If you import data frequently, save the header row by itself to a file. By doing this, you can easily use the file to map any subsequent data in the proper format, quickly and easily.

To manually map your data:

For your reference, print the list of header fields. Review the list of header field names and their descriptions.

Open your .CSV file in a spreadsheet application, such as Microsoft Excel.
If the first row in your .CSV file contains data (i.e., names, addresses, and phone numbers, etc.), then you must insert a blank row above the first row of data for your header names.
Type the appropriate header field name from the list above each column so that the header field name matches the type of data contained in that column.
If your .CSV file contains many data fields, you may have to scroll to the right to view all of them. You must insert a corresponding header field name for each column of data that you want to import from your .CSV file.

Example:

To illustrate, if your .CSV file contains the primary contact's First name, Last name, Street name and House number, these field names need to be inserted above each column of data. Below is a sample of how a properly formatted .CSV file might appear when viewed in a spreadsheet application.
Save and close the .CSV file when you are finished.
Use the Top Producer Data Transfer Wizard to import the formatted .CSV file into Top Producer.