What format file can I use to import User details into Topaz

[Belinda Frick]

Overview:

Extensions: TOPAZ has the facility to import User and
Extension details from a file.

Account Codes: TOPAZ will automatically add Account
Codes to the Account table, as they are being used. These codes
still need to be linked manually to the User.

Steps to follow for import of User Detail:

1. Create User & Extension/Account Detail file:

A File can be created with the following format to import the
user details into Topaz:
USER, EMAIL, BRANCH, DEPARTMENT, SECTION, EXTENSION, ACCOUNT CODE

*** If you are using Account Codes your Excell file must have a
*** blank column for EXTENSION or if you use a text file it must
*** end with a','.

File types to import:
a text file: Each field needs to be delimited by a ',' comma.
or
Excell: Each field in a column and save as .csv file .
Excell has the "save as" option, select "comma delimited (csv)".

2. Decide: Add / Replace the User Details?:

The import will add all the Users in your file to the Users
in TOPAZ, therefore if you have Users in your file that are already on
the database it will now contain duplicates.

If you want to replace the existing data with this information.
Close TOPAZ.
Copy the following files from the TOPAZ CD under DATA:
- Accounts*
- Branch*
- Department*
- Extensions*
- Section*
- Users*
- Userdetail*

This will create a blank data set,
now check that it is not read only files,
next step, Open TOPAZ,
click on TIMER to put it off (does not import data),
now you can import your csv file.

3. Import the User and Extension/Account Details into TOPAZ:

Open Topaz, go to DATA -> USERS -> Click on IMPORT FROM TXT FILE
Your user details wil now be updated in TOPAZ with your csv file information.

*** If your are using Account Codes, after the import you will
have to go to each Account Code and select the
USER / BRANCH / DEPARTMENT / SECTION, please leave the Extension blank.
Ensure that you use the correct user details for account codes.

To check this use the PROFILE/LIST option:
DATA -> EXTENSION, click on PROFILE
DATA -> ACCOUNTS, click on LIST

4. Update TRAN file with the User and Extension Details:

From the time your User Details was changed all calls after that will
now use the imported User Details. To update the TRAN file with this
information:

In TOPAZ -> DATA -> USERS -> Click on UPDATE TRX File ....

Now all the User Details fields which was blank in the TRAN file
will be updated with the new User Details information.

Once all your changes are made, click on TIMER to allow it to import all
your calls since the change was made.


5. Maintenance required for the User and Extension/Account Details:

If additional extensions are added to the system, it is the user's
responsibility to add the user details. The TOPAZ system will
automatically add new extensions when received from the PABX.
Then the user details should be linked to this extension.

E.g If there are no user details for the extension then the
extension number will appear as the description.

ALSO SEE: How do I add/modify extensions?

If account codes are used then link the account code and the
user detail. Account codes must not be linked to extensions!

To see the User and Extension Details currently in TOPAZ, go to
DATA -> USERS -> Click on Profile. This will show you the Company
Profile in the following format Branch, Department, Section, User, Extension.
Make sure you have no blank Extensions.

Also if you list USERS/BRANCH/DEPARTMENT/SECTION, make sure there are no blank
entries,
example DATA -> USERS -> Listing, make sure there isn't a "blank" User.

After account codes/extensions maintenance refer to "Update TRAN file
with the User and Extension Details:".