Importing clients

The guided import is used to create many client records at once, starting from files the business already has: the client list from another program in Excel or CSV, paper forms that have been photographed, client records in PDF or Word. Narciso reads the files, prepares the records and shows them before inserting them, with the original file alongside, so you check every piece of data and choose which ones to import.

The import is available to all roles (Titolare (owner), Responsabile (manager), Operatore (operator)).

Contents

1. What you can upload
2. The data that is read
3. Procedure
   1. The statuses of a file
   2. The review
   3. The insertion
4. Continuing in the background and resuming
5. Common problems
6. Related entries

What you can upload#

There is no limit on the size of the files. You can upload several files together and add more in several goes; Narciso sends them in groups of 50. Scanned PDFs and photos are read page by page.

The data that is read#

For each client Narciso looks for these fields. Whatever it does not find in the file stays empty: Narciso does not invent missing data.

Tax code, date of birth and sex. If the tax code is valid, Narciso works out the date of birth and the sex from it when they are missing from the file. If they are present in the file but do not match those of the tax code, the record is not imported and the reason appears in the list «Da non importare» (Not to be imported), for example «Data di nascita: … non coincide con quella del codice fiscale» (Date of birth: … does not match that of the tax code).

Clients already present. A client who already exists (same phone, same email or same tax code as an existing record) is not overwritten or updated: that record is skipped and at the end you can read the reason.

Procedure#

1. Open Scartoffie ▸ Clienti ▸ Anagrafica, press Aggiungi and choose Importa esistenti. The window Importa da file esistenti (Import from existing files) opens with four steps: Introduzione (Introduction), Caricamento (Upload), Elaborazione (Processing), Revisione (Review).
2. Introduzione. Read the text and press Avanti (Next).
3. Caricamento. Drag the files into the dashed box (it turns light blue as you pass over it) or click it to open the file chooser. Below, the list of files appears with name and size; an X removes a file not yet uploaded from the list. Avanti stays locked until there is at least one file. When you press Avanti the files are uploaded.
4. Elaborazione. Each file goes through the security check and is then read. The table shows, for each file, the status and a label (see below). When all the files have finished and at least one is ready, Avanti becomes active.
5. Revisione. You check the records that were read, remove those not to be imported and press Inserisci N schede (Insert N records).
6. When the insertion is finished, the number of records inserted appears and, if there are any, those not inserted with the reason. You close with Chiudi (Close).

The statuses of a file#

If no file produces importable records, the red warning «Nessun file ha prodotto schede importabili. Controlla i motivi nell'elenco.» (No file produced importable records. Check the reasons in the list.) appears.

A sheet with no data rows, or with only the headers, cannot be imported. If no row of a sheet produces a valid record, the reason given is «Nessuna riga del foglio ha prodotto un record valido: vedi gli errori per riga.» (No row of the sheet produced a valid record: see the errors by row.)

The review#

The window widens. On the left, at the top, there are two tabs:

• Schede (N) (Records (N)): a table with the records read, one per row, with a box to tick and the fields (the compulsory ones have an asterisk). Missing data is shown with «—».
• Da non importare (N): the list of the discarded items, each with the reason (for example a missing compulsory field, an invalid tax code or data that is inconsistent with the tax code). These items are not inserted: if you need them, correct them in the file and upload again, or create the client by hand with Crea da zero (see Clients).

In the review bar:

• N selezionate (N selected) shows how many records will be inserted; Tutte (All) selects them all, Nessuna (None) deselects them all. To exclude a record, untick its row.
• Mostra altre (Show more) loads the following rows, in blocks.
• Scarta (Discard) abandons the file: after the confirmation «Scartare "NOME FILE"? Le schede lette non verranno inserite.» (Discard "FILE NAME"? The records read will not be inserted.) the file leaves the pending imports.

On the right, the original file: Originale (Original) opens it in a new browser tab. For photos and scanned PDFs you see the page alongside the records (with arrows to change page) and a reminder: «Controlla i valori sull'originale: i nomi scritti a mano possono essere letti male.» (Check the values against the original: handwritten names may be misread.)

With several files ready, above the review there is a tab for each one, with the file name and the number of records. The insertion applies to all the ready files.

The insertion#

The button at the bottom is called Inserisci N schede (with the number of records selected across all the ready files) and is disabled if there are none. When you press it, the records are inserted in sequence and «Inserimento in corso» (Insertion in progress) appears. At the end:

• the green notification «Inserite N schede» (N records inserted) appears and the client list updates;
• in the window, «N schede inserite» (N records inserted);
• for each file with skipped records, a yellow box «NOME FILE: non inserite N» (FILE NAME: N not inserted) with the name and the reason for each one, for example that the phone number, email or tax code already belongs to another client;
• if the insertion is interrupted, a red box shows how many records were inserted before the interruption.

Imported records are created with the same rules as a client created by hand (see Clients): the same phone number, the same email or the same tax code cannot appear on two clients.

Continuing in the background and resuming#

Processing goes on even if the window is closed or the page reloaded.

• While a file is being processed, the window does not close with Annulla (Cancel) or with the X: the warning «C'è un'importazione in corso: aspetta che finisca, oppure scegli "Continua in background".» (There is an import in progress: wait for it to finish, or choose "Continua in background".) appears. The Continua in background (Continue in the background) link closes the window and leaves Narciso working.
• Reloading the page or leaving while something is working makes the browser ask for confirmation.
• When you reopen Importa esistenti the window starts again from where it was left: at the file statuses if they are still being processed, at the review if they are ready, at the insertion if it is in progress.
• An import belongs to the location where it was uploaded. Trying to confirm it from another location gives the error «Questo import è stato avviato in un'altra sede: torna alla sede in cui hai caricato i file per confermarlo.» (This import was started in another location: go back to the location where you uploaded the files to confirm it.)

Common problems#

Related entries#

• Clients
• Merging client records
• File formats and sizes