CRM: Auto-Creation of Leads and Contacts During File Upload to Marketing Lists and Campaigns

Previously, if a user wanted to upload new members to a marketing list or campaign while creating new leads or contacts in the system, this could be done only by using an import scenario, which took too much effort.

In MYOB Acumatica 2024.1.1, a user can upload new members to a marketing list or campaign by clicking Load Records from File on one of the following tabs:

• The List Members tab of the Marketing Lists (CR204000) form
• The Members tab of the Marketing Campaigns (CR202000) form

During this uploading, a new contact or lead can be created if no existing entity with the same member name is found in the system.

Enhanced Importing of Records

To add new members from an Excel file to the Marketing Campaigns (CR202000) or Marketing Lists (CR204000) form, a user clicks Load Records from File on the table toolbar of the List Members or Members tab, respectively. The user should map Member Name (the value in the Member Name column on either form) to the full name of the record being uploaded. The system can find the existing record in the system and add it as a new member to the marketing list or campaign instead of creating a new record.

With the enhanced capabilities to load records to the marketing list and marketing campaigns, after a user clicks Load Records from File on the Marketing Lists or Marketing Campaigns form and uploads the file, the user now does the following:

1. In the Common Settings dialog box (which opens), makes any needed changes to the default settings for the imported file. In the Mode box, the Bypass Existing option is selected by default and read-only.

   This option means that the system adds to the list only records that were not present in the table.

2. Clicks OK, which causes the system to open the Columns dialog box.
3. In the dialog box, matches the columns in the uploaded file (which are listed in the Column Name column) to the columns in the table listing members on the Marketing Campaigns or Marketing Lists form (which are listed in the Property Name column). The column mapping is described below.
   Note: In the Property Name column, if the system finds a system field with the same name as the column in the Excel file, it inserts the field as the default value (which can be overridden). The user can select a field from the drop-down list for the column that contains all the system fields of the Contact data access class (DAC) or the Address DAC.

Creation of Leads and Contacts During Uploading

On the Marketing Campaigns (CR202000) or Marketing Lists (CR204000) form, when a user has used Load Records from File to map the fields in the Columns dialog box and clicked OK, the system imports the data. During the import, compares the full name of each record from the Excel file with the display name of the leads and contacts in the system and the account names of the business accounts in the system. The system then proceeds as follows:

1. If the system finds an existing record in the system, it adds this record to the marketing list or campaign as a new member without creating a new record.
2. If no existing records are found and mapping has been set up for new record creation, the system starts creating a new record. During the creation of the new record, the system may find a possible duplicate record in the system. (This search is more thorough than the search of the names of leads, contacts, and accounts, so a possible duplicate may be found even though the names did not match.) If a possible duplicate is found, then depending on the selected value in the Create on Entry column for the matching field on the Duplicate Validation (CR103000) form for this pair of records, the following happens:
   • If the Block option is selected, the system does not create a new record and does not add a new member to the marketing list or campaign; it proceeds to the next record in the Excel file.
   • If the Warn or Allow option is selected, a new record is created and added to the marketing list or campaign.

The progress of the record processing is shown in the Processing dialog box as follows:

• If an existing or newly created record has been added to the list of members on the Marketing Campaigns (CR202000) and Marketing Lists (CR204000) form, the system adds the record to the Processed tab of the dialog box and shows the following message (see the following screenshot).

  
  
  

• If a new record has not been created, the system adds the record to the Errors tab of the dialog box and shows the following message (see the following screenshot).

  
  
  

• If the record has not been found in the system and the record in the Excel file does not contain the first name, last name, or account name, the system does not create a record. It adds the record to the Warnings tab of the dialog box and displays the message shown in the following screenshot.

  
  
  

Additional Information

For more information about lead and contact creation during the uploading of new members, see Marketing Lists: General Information and Marketing Campaigns: General Information.