Uploading Contacts to Company Address Books

Owned by Becca Cook (Unlicensed)
Last updated: Sept 25, 2023 by Malissa Olofernes
4 min read

As the administrator, you can add site-wide company address books if your site has been configured to offer this feature. 

The contacts in a company address book are available for use by all company (or site) users.  Contacts are organized into address books. For details on setting up company address books, see Setting Up Company Address Books.

Importing and Exporting Contacts

Follow these steps to Import/Export Contacts: 

  1. Click the Import/Export Contacts link on the left side of the page. 
    • Select how you want the system to handle duplicate contacts for Bulk Uploads from the dropdown list: 
      • Create new contacts from duplicates
      • Keep existing contacts and discard duplicates
      • Replace existing contacts with duplicates
    • Click the Choose File button to upload the file to the address book contacts
    • Click the Upload button.

 

Exporting Your Address Book Contacts

If you have already set up an address book with contacts, you can export the contacts into a comma-separated values (CSV) file to your computer. If you need to add or delete contacts from an existing address book, export the address book contacts first.

Scroll the Contacts page to the Export Address Book Contacts section, and click the Export Address Book Contacts link.

Uploading Your CSV File of Contacts

To upload contacts into your address book, follow these steps:

  1. Export your current address book (as described in the previous section), or download the template to create a new address book: addressbook_contacts_upload_template.csv.
  2. Create a new comma-separated values (CSV) file from the template or copy the exported CSV file, and edit the information in the file, following the format in the table below.
    Tip: To delete or deactivate a contact, enter N in the Active field for that contact.
  3. When finished editing the CSV file, save the file. 
  4. Click the Admin Access tab (visible only to Expense administrators) at the top of the Home page to open the Admin Access Dashboard (if it is not already open).
  5. Click the Company tab, which opens up your Company Profile page.
  6. Click the Import/Export Contacts link to show the site-wide address book Upload button.
  7. Click the Choose File button to navigate your folders and select the CSV file you saved.
  8. Click Upload to upload the CSV file.

Warning: Don't use commas in your data field values because they are reserved for use as separators.

 Note:

  •  Required fields are marked with an asterisk (*) in the table below.

  •  If required fields are empty, the upload will fail. 

     Click here to see the table...

    Field 

    Description 

    Address Book Name*

    The name of the company address book that will contain this contact. If it exists, the contact is added to it; if it doesn’t exist, the contact is not imported. See Uploading Contacts to Company Address Books for details on creating company address books.

    External ID

    Enter a value that uniquely identifies the contact in your system. You can use the External ID for an existing contact to update the contact information. If not specified, the External ID is generated automatically.

    Company Name

    (Optional) The contact’s company name.

    Given Name* 

    The contact’s first name or given name. It must be alphanumeric (spaces are allowed). The maximum number of characters is 35.

    Middle Name

    (Optional) The contact’s middle name. It must be alphanumeric (spaces are allowed). The maximum number of characters is 35.

    Surname* 

    The contact’s last name or surname. It must be alphanumeric (spaces are allowed). The maximum number of characters is 35.

    Title

    (Optional) The contact’s title.

    Suffix

    (Optional) The contact’s suffix. It can contain only one of the following values:  

    • Jr.
    • Sr. 
    • II
    • III 
    • IV 
    • Ph.D

    Job Title

    (Optional) The contact’s job title. It must be alphanumeric (spaces are allowed). The maximum number of characters is 100.

    Personal Address Street (columns 1-4)

    (Optional) The contact’s home street address, with three more columns for additional street or apartment information. All entries must be alphanumeric (spaces are allowed). The maximum number of characters is 35 for each column.

    Personal Address Locality

    (Optional) The contact’s home city. It must be alphanumeric (spaces are allowed). The maximum number of characters is 50.

    Personal Address Province

    (Optional) The contact’s province. This must be a valid state/province name or state/province code. It must be alphanumeric (spaces are allowed). The maximum number of characters is 50.

    Personal Address Postal Code

    (Optional) The contact’s home ZIP or postal code. It must be alphanumeric (spaces are allowed). The maximum number of characters is 25.

    Personal Address Country

    (Optional) The contact’s home country code. This must be a valid 2-letter ISO country code.

    Personal Email

    (Optional) The contact’s email address. It must follow proper email format. The maximum number of characters is 100.

    Personal Phone

    (Optional) The contact’s home phone number including area code. Use numeric values only — all non-numeric characters will be removed.

    • Minimum number of digits: 10
    • Maximum number of digits: 50

    Personal Mobile Phone

    (Optional) The contact’s mobile phone number including area code. Use numeric values only — all non-numeric characters will be removed.

    • Minimum number of digits: 10
    • Maximum number of digits: 50

    Personal Fax

    (Optional) The contact’s fax number including area code. Use numeric values only — all non-numeric characters will be removed.

    • Minimum number of digits: 10
    • Maximum number of digits: 50

    Work Address Street (columns 1-4)

    (Optional) The contact’s work street address, with three more columns for additional street, suite, or mail-stop information. All entries must be alphanumeric (spaces are allowed). The maximum number of characters is 35 for each column.

    Work Address Locality

    (Optional) The contact’s work location city. It must be alphanumeric (spaces are allowed). The maximum number of characters is 50.

    Work Address Province

    (Optional) The contact’s work location province. This must be a valid state/province name or state/province code. It must be alphanumeric (spaces are allowed). The maximum number of characters is 50.

    Work Address Postal Code

    (Optional) The contact’s work ZIP or postal code. It must be alphanumeric (spaces are allowed). The maximum number of characters is 25.

    Work Address Country

    (Optional) The contact’s work country code. This must be a valid 2-letter ISO country code.

    Work Email

    (Optional) The contact’s work email address. It must follow proper email format. The maximum number of characters is 100.

    Work Phone

    (Optional) The contact’s work phone number including area code. Use numeric values only — all non-numeric characters will be removed.

    • Minimum number of digits: 10
    • Maximum number of digits: 50

    Work Mobile Phone

    (Optional) The contact’s work mobile phone number including area code. Use numeric values only — all non-numeric characters will be removed.

    • Minimum number of digits: 10
    • Maximum number of digits: 50

    Work Fax

    (Optional) The contact’s work fax number including area code. Use numeric values only — all non-numeric characters will be removed.

    • Minimum number of digits: 10
    • Maximum number of digits: 50

    Active

    Enter “Y” to make the contact active, or “N” to deactivate the contact. If not specified, the default is "Y".

    Label(Optional) A label or nickname for the contact or address.