How to Manipulate an Export File to Import into TLS

Requirements: Microsoft Excel ExperienceAdvanced Computer Skills

1. Export your client information from your current database program to Microsoft Excel in an ASCII Comma Delimited Format.

*If you need assistance exporting from your current database program, please contact customer support for that program.

2. Open your data file in Microsoft Excel.

3. A wizard box will usually appear asking about the format of your data file; select the Delimited option and click Next. You will now have to select the delimiter options that will best separate the data that is displayed in the Data Preview box, and click Finish.

4. After your file is brought into Excel, you will need to arrange your data in the columns and fields that TLS requires using the following field listing:

Import fields to be used and their order . . .

CLIENTCell Name Field Name Example Data Field Size Limit

A HONORIFIC_TITLE (Must Be Completed) Mr. 10B FIRST_NAME (Must Be Completed) Jonathan 20C MIDDLE_INITIAL T 1D LAST_NAME (Must Be Completed) Sample 30E SUFFIX Jr. 10F NICKNAME Jon 15G CLIENT_DESIGNATIONS (Comma OK) CFP 20H _SOCIAL_SECURITY 111-11-1111 12I BIRTH_DATE 4/15/40 8J SEX_M_OR_F M 1K MARITAL_STATUS Married 10L SMOKER N 1M SEND_MAIL_TO Client/Prospect Business 25N PRIMARY_ADDRESS (Comma OK) 111 E. Avenue, Unit 5 50O PRIMARY_BOX P.O. Box 111 20P PRIMARY_CITY Dayton 30Q PRIMARY_STATE OH 2R PRIMARY_ZIP 45402-4300 15S PRIMARY_COUNTRY (Other Than U.S.A.) 10T _HOME_PHONE 937-382-5555 20U _HOME_PHONE_2 20V _MOBILE_PHONE 20W _OTHER_PHONE 20X _PAGER 20Y HOME_FAX 937-867-3433 20Z PERSONAL_EMAIL sample@orgmasters.com 50AA FIRM_NAME (Comma OK) Organization Masters, Inc 100AB JOB_TITLE_DESCRIPTION President 35AC FIRM_STREET_ADDRESS (Comma OK) 120 Main Street, Ste. 100 50AD FIRM_OTHER_ADDRESS (Comma OK) 50AE FIRM_CITY Dayton 30AF FIRM_STATE OH 2AG FIRM_ZIP 45402-4300 15AH FIRM_COUNTRY (Other Than USA) 10AI FIRM_PRIMARY_PHONE 937-444-9000 20AJ _FIRM_PHONE_EXTENSION 504 5AK _BUS_PHONE_2 20AL _BUS_PHONE_2_EXT 5AM _BUS_FAX 937-444-9100 20AN _BUS_FAX_2 20AO _BUS_MOBILE 20AP _BUS_MOBILE_EXT 5AQ _BUS_PAGER 20AR _BUS_PAGER_EXT 5

AS _BUS_EMAIL 50AT ADVISOR_1_NAME (Comma OK) Edwin P. Morrow, CFP 50AU ADVISOR_TITLE President 45AV LETTER_CLOSE (Comma OK) Sincerely, 20AW MARKETING_SEQUENCE Individual Prospect 30AX MARKETING_DATE 1/1/00 12AY SEMINAR_GROUP_NAME 50AZ SEMINAR_DATE 12

SPOUSECell Name Field Name Example Data Field Size Limit

BA HONORIFIC_TITLE Mrs. 10BB FIRST_NAME Anabelle 20BC MIDDLE_INITIAL T 1BD LAST_NAME Sample 30BE SUFFIX 10BF NICKNAME Annie 15BG _SOCIAL_SECURITY 222-23-3444 12BH BIRTH_DATE 4/15/35 8BI SEX_M_OR_F F 1BJ SMOKER N 1BK DESIGNATIONS CPA 20BL ANNIVERSARY_DATE 12/3/65 8BM _HOME_PHONE 20BN _HOME_PHONE_2 20BO _MOBILE_PHONE 20BP _OTHER_PHONE 20BQ _PAGER 20BR PERSONAL_EMAIL anniesam@aol.com 50BS FIRM_NAME (Comma OK) Montgomery School 35BT JOB_TITLE_DESCRIPTION Principal 35BU FIRM_STREET_ADDRESS (Comma OK) 1200 Vandalia Pike, #8 50BV FIRM_OTHER_ADDRESS (Comma OK) 50BW FIRM_CITY Dayton 30BX FIRM_STATE OH 2BY FIRM_ZIP 45405 15BZ FIRM_COUNTRY (Other Than USA) 10CA FIRM_PRIMARY_PHONE 937-456-8767 20CB FIRM_PHONE_EXTENSION 5CC _BUS_PHONE_2 20CD _BUS_PHONE_2_EXT 5CE _BUS_FAX 20CF _BUS_FAX_2 20CG _BUS_MOBILE 20CH _BUS_MOBILE_EXT 5CI _BUS_PAGER 20CJ _BUS_PAGER_EXT 5

Note: There are only three columns that must be completed to import your data file (column A, B, and D). The remaining columns may be left blank. Commas are

acceptable in the indicated fields only and they must not be typed in at the beginning of a field.

Preparing the CellsThe first thing to change on your spreadsheet is the width of the data cells so they are easier to read. To change the width of the cells, click on the blank corner box between Column A and Row 1 (see figure below). Once you do this, the entire spreadsheet should be highlighted. Go to Format-Column- AutoFit Selection. After the column

width adjusts, click anywhere on the spreadsheet to de-select the cells.

Arranging your Data in Excel

The following information is provided to assist you with arranging your data into the proper columns that TLS recognizes. For further information on using Microsoft Excel, please consult the Help menu in Microsoft Excel.

Inserting a Column - Place your cursor on the column header to the right of where you

would like to insert a new column. Right-click on your mouse and choose Insert. For example, if you would like to insert a column between C and D, place your cursor on the column header with the letter D, right-click and select Insert.

Deleting a Column - Place your cursor on the column header you want to delete. Right-click on your mouse and choose Delete. For example, if you would like to delete column D, place your cursor on the column header with the letter D, right-click and select Delete.

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Separating Data in a Column - If you have data that is combined into one column, you can separate this data by using the Text to Columns feature in Excel. First, you will need to Insert the appropriate amount of columns needed for your data. Your columns should be inserted to the right of the column that you are separating. Then, you need to click on the header (letter) of the column that you want to separate and go to Data-Text to Columns. A wizard box will usually appear asking about the format of your data file; select the Delimited option and click Next. You will now have to select the delimiter options that will best separate the data that is displayed in the Data Preview box, and click Finish.

Find/Replace Data - You can edit specific text within your spreadsheet and replace it automatically by selecting Edit-Find. You can do this for your entire spreadsheet or a specific column. In the Find what: box, type in the incorrect text you wish to edit and click Replace. Next,

type in the corrected text in the Replace with: box and click Replace All. For instance, if you have Mr listed in the Honorific column of your spreadsheet without a period, you can edit all of these entries at once by typing in Mr in the Find What: box. In the Replace with: box you should type Mr. and click Replace All.

5. Once your data has been arranged in the correct order, you will need to save your file. Click on File-Save As. The Save As type should read Comma Delimited (csv). Please remember to make note of your file name and its location. Once your file has been saved and Excel is closed, you will be ready to import into TLS.

6. Open TLS. (If you are using a network version, you will need to log in as the administrator.) Click on File-Close.

7. When your client information screen is closed, click on File-Get External Data-Comma Delimited Data.

8. TLS will now prompt you to backup your files. You may indicate Yes or No to the backup depending on your choice. We do recommend that youperform the backup if you currently have data in your system.

9. When your backup is completed, TLS will prompt you to locate your Excelimport file. After your file has been located, you will receive the following message letting you know that the import process is about to begin. Click OK to begin, or Cancel to quit the import routine.

10. Once you click OK, your files will begin to import into TLS. When completed, you will receive a message that the import session was completed successfully. Click OK and go to File-Open to return to the Client/Prospect screen in TLS.