Import

Aurea CRM allows you to import data for a single tenant (i.e. using the tenant's rights) or to import data assigned to multiple tenants at once.

Note: If you have used the Rights info area to define tenant rights and switch to using the Tenant Rights info area, you need to update your import formats accordingly.

If you import data for a single tenant, you need to do so as a user assigned to the tenant. This means that you need to define an import user for each tenant. During the import, all tenant rights are applied, i.e. only data assigned to the tenant can be added or accessed. In this case, you do not need to update your import or export formats.

To import data for several tenants at once:

  1. Define an import user and assign administrator tenant rights to the user, granting read and write access to all data.
  2. Define an import format, see Defining an Import/Export Format in the Aurea CRM win Administrator Guide:

    The tenant number must be included in each line of the import file.

    Import the tenant numbers into the Tenant info area (matching up with the data in the Tenant info area and adding new tenants as necessary). Define the Tenant info area as the first info area in the Info Area Properties (number 0):

    Aurea CRM then assumes that data in this line is meant for this tenant. The tenant rights assigned to this tenant are applied, i.e. data is added or matched up using this tenant number.

You can define other tenant numbers for individual records, e.g. the number of an additional tenant. Ensure that the main tenant number is imported into the Tenant info area and matched up there. This ensures that the system is aware of which data is tenant-dependent and which fields are used for the tenant number.

Note: The system checks whether an identical catalog values exists that is accessible by the tenant. If so, the existing value is used. If multiple values exist, those values assigned directly to the tenant or without a tenant take precedence. You should therefore ensure that no identical catalog values exist for the tenant entered in the record when entering or importing catalog values. If no corresponding value exists, the catalog value is added. Depending on the settings in the tenant rights, the current tenant number is also entered.

Import Tips

  • If an user with administrator rights imports a tenant number (e.g. 100) into the tenant table, and no restrictions have been defined in the tenant rights for this info area, and the user also imports tenant number 110 into the Company info area, the system checks whether tenant 100 has access to tenant 110.
  • If restrictions have been defined and you import as a user of tenant (e.g. 200), the system checks whether you have access to tenants 100 or 110.
  • You should avoid matching up by name and address if tenants have access to the data of other tenants and if there is a chance identical companies exist. When matching up by name and address, any data is displayed that your tenant or the tenant for which you are importing can access.

    Example: Restrictions apply, and you import as a user of tenant 200, with identical companies existing for tenants 100 and 110. When matching up by name and address, the first company found is matched up if identical companies exist for both tenants.