Creating an Import File for Telephone Directory Data

Description:

Before being imported, telephone directory data must be saved in a .CSV Comma Separated Values. A type of spreadsheet or database file that separates data fields with a comma. file.  Use the Import Spreadsheet provided from the Telephone Directory form to create a .CSV file. You can use Microsoft Excel® 97 (SR-2), Excel 2000 (SP 3), Excel 2003 (SP 2) or later  to open the file using the Save As command. Optionally, you can create your own .CSV file.

See the procedures below:

• Create an import file from the Import Spreadsheet

• Save an existing spreadsheet for import

Creating an Import File from the Import Spreadsheet

Creating an Import file from the Import Spreadsheet is a two-step process: 1) Populating the Spreadsheet; and 2) Creating the Import File.

Populating the Import Spreadsheet

1. Obtain a copy of the Import Spreadsheet.
   The Import Spreadsheet contains four worksheets by default: All Forms, User and Device Configuration, Key Assignment, and Telephone Directory.

2. Click Telephone Directory.

3. Click Enable Macros, if prompted.

4. Enter the User Name and Directory Number in the appropriate cell in the Import Spreadsheet.

5. Complete additional information that you wish to import for that Telephone Directory number.

6. Click Save for Import.

7. Repeat Steps 4 to 6 for each user you wish to add.

8. Click Add 50 Users, if necessary, and repeat Steps 4 to 6.

9. Note: The Import Spreadsheet allows you to enter telephone data for as many users as your system supports; however, by default, the spreadsheet displays 50 rows. If you wish to add more than 50 users, click Add 50 Users. The spreadsheet adds 50 more rows with the same default column values.

Creating the Import File

1. Click Check Data Format. Cells with errors are highlighted.
   If no entry errors are detected, proceed to Step 3.

• Notes:

• For more information on valid entries for each cell, see the Telephone Directory form.

• The Check Data process can take a considerable amount of time, depending how much data you are adding, and on the speed of your client station.

2. Correct errors in the cells that are highlighted, then repeat click Check Data Format again.
   If no entry errors are detected, proceed to Step 3.
   If additional errors are detected, correct the errors, then click Check Data Format again.

• Note: Clicking Check Data Format. before every Save for Import attempt is highly recommended.

3. Click Save for Import. The import file is saved a .CSV file in the same folder that contains the Import Spreadsheet.

4. Proceed to Importing Telephone Directory Data into the 3300 ICP.

Saving an Existing Spreadsheet for Import

Use this procedure only if you are familiar with creating .CSV files.

Your .CSV file must contain the following main five sections:

• Line 1 –  Indicates the name of the file, followed by an unique identifier, then the version. The identifier is obtained from file created by exporting data in the Telephone Directory form.

• Line 2 – Contains a string of digits identifying each of the configurable fields in the form. The IDs must be obtained either from the exported form or from its worksheet counterpart in the Import Spreadsheet.

• Lines 3 – Lists the field names exactly as they appear in the System Admin Tool form.

• Lines 4...n – Lists all records for import, with one line for each record.

• Last line – Indicates the end of the file. This line must be blank.

To save an existing spreadsheet for import:

1. Ensure that you have collected sufficient user data.

2. Name the file on line 1 with the following name and version number:
   Telephone Directory,vid7.23,7.0.5.3

3. Enter the following field IDs on the second line:
   0,1,2,3,4,5,6,

4. Enter the field names on the third line as follows:
   Name,Number,Prime Name,Privacy,Cluster Element Id/Int/Ext/Speed Call,Department,Location,

5. Enter the configuration data for the first new user/device on one line (Line 4).
   For example:"Tom Brown","1003","No","No"," ","Sales","Loc1",

6. Press ENTER.

• Note: You must begin a new line for each new user or device. Your file should contain as many lines of data as there are users or devices to be imported, plus the three lines at the top and a single blank line at the end.

7. Repeat Steps 2 and 3 for each new user or device.

8. Press ENTER after the final line of user or device data to end the file with a blank line.

• Note: The file must have a blank line as its final line.

9. Save the file as a plain (ASCII) text file with a .CSV extension—for example, Telephone_Directory_1.csv. If you are using Microsoft Excel, select File > Save As, and choose .CSV as the file type.

10. Proceed to Importing Telephone Directory Data into the 3300 ICP.

• Exporting Telephone Directory Information from the 3300 ICP

• Importing Telephone Directory Data into the 3300 ICP