Field Properties

Select Field Properties from the context menu to access a list of the selected fields.

Alternatively, select Data > Field Properties.

• No Update: Enable this cell if you do not want the internal field contents overwritten by the external value.
• Update -> control: Enable this cell to manually determine which contents to use if the external and internal field contents are different.
• Update -> do not delete field: Enable this cell if you do not want the internal field contents to be overwritten by an empty external value.
• Update -> no defaults: Enable this cell if you not want to replace empty fields with default values.
• Update -> append field: The internal field contents are not overwritten. The field data from the external file is appended to the internal value (without spaces). This takes place, irrespective of whether the two values are identical or not.

  This option is generally used to import notes.

• Update -> append spacing: The internal field contents are not overwritten. The external value is appended to the internal value and separated by a space. This takes place, irrespective of whether the two values are identical or not.

  This option is generally used to import notes.

• Link with prev. field: Enable this option if you with to combine the contents of multiple external fields in a single internal field.
• Link with prev. field + Space: Same as Link with prev. field, except that a space is inserted between the two field contents.
  Note: "Previous" refers to the previous identical field(s) selected. Use this to import data from several external fields and collate the values in a single internal field by selecting the same internal field for each of the external fields in the import format. By enabling one of these two options, field contents are combined and written to the same internal field. To include line breaks between field contents, use a transformation, see Transforming Field Contents.

  Example:

• Duplicate in other fields: If several records are imported from one info area, a (key) field may only be output once, but you may still wish to use this data for other records.

  Example: You import several activity records, all of which are entered on the same day, into one record. However, the date is only included in the first activity record. Enable this option to use the date for all following activity records that have no date entered.

• Retain leading spaces: Leading spaces are not removed by are retained as part of the imported field contents.
• Reduce spaces to 1: If spaces are present at the beginning of the field contents, these are reduced to a single space.
• First letter caps: Field contents written in upper case (e.g. UPDATE SALES) are written with an initial capital letter (e.g. Aurea Sales).
  Note: Note that field contents, such as abbreviations, that are written in capitals is also converted (e.g. UNESCO -> Unesco).
• Duplicate previous field: Duplicates the previous field.

  Example: The telephone numbers in the import file are in the format xxxx/xxx-xxx xxx. The number should be split amongst three fields (Country Code, Area Code, Tel . 1).

  Check Duplicate previous field to copy the telephone number into these fields:

  
  
  

  Define transformations to strip the redundant information from each field, see Transforming Field Contents.

  Field	External	Internal
  FI-Country Code	*/*	*
  FI-Area Code	*/*	/*
  	/*-*	*
  KP-Tel 1	*/*-*	/*-*
  	/*-*	*-*
  	*-*	-*
  	-*	*

  Result:
  
  
• External Key: The External Key option is only available for rep and catalog fields.

  You have the following options when importing rep fields:

  • Importing into the rep ID field (e.g. Rep 1 ID in the Company info area) using the rep ID.
  • Importing into the "normal" rep field using the External Key option.

    To do so, select the external system (see File Format) and enable the External Key option for the rep field.

    Example: You wish to import a company record containing a rep. The rep should be written to the Rep 1 field in the Company info area. When creating the import format, enable the External Key option for the Rep 1 field in the Company info area. Choose the corresponding external system in the File Format dialog box.

    During the import process, the external key is searched for in the Aurea CRM database (External Key and Ext. System fields in the Rep info area). If a rep record is found containing the key, the corresponding rep is imported into the company record.

  If you enable the External Key option for catalog fields, the import values are compared with variable catalogs' external keys and to fixed catalogs' internal codes. (By default, the value is compared to the text in the current language, or if no text is present, in the catalog base language.)

  If no catalog value with the external key is found, the value is compared to the text in the current/base languages in a second step.

• Error -> Record false: This option is only available for variable catalog and rep fields.
  • Catalog fields:
    • Error -> Record false enabled: If a catalog value is not found in the Aurea CRM database and can not be created, the record containing the value is not imported but rejected as false.
    • disabled: If a catalog value is not found and can not be created, the record is imported with an empty catalog field.
  • Rep fields:
    • Error -> Record false enabled: If no corresponding rep record is found in the Aurea CRM database, the record referencing the rep is not imported but rejected as false.
    • disabled: If no corresponding rep record is found, the record is imported with an empty rep field.
• Automatically add new catalogs: This option is only available for variable catalog fields.

  If this option is enabled, manual match-up is disabled for the corresponding field (>> File Format). Catalog values are added without being matched up manually if no matching value is found in the database.

  If the External Key option is also enabled, the catalog value is added as a text in the catalog base language and imported as an external key.