Setting up linked fields or CSV file

Linked fields can significantly reduce the time (and user input) required to make a booking.

When a user enters a booking code (in the Booking screen) which matches a pre-defined value, the other linked fields (up to 10) are automatically populated with pre-defined "linked" data.

Before you start

1.	You must have administrator privileges for the consol code(s)/account(s) which need linked fields.

2.	Identify the consol codes or accounts that will use each instance of linked fields.

Recommendation: simplify the long term management of linked fields by applying each instance of linked fields to as large a group of accounts as possible.

3.	Identify the key field (a booking code), its value, the associated linked fields and data. Refer to the field constraints.

For example:

Key Field = Department. Value = 1234.
Linked fields are for Single Delivery Address (SD).
Sender = Jo Pickles
Email = jpickles@name.co.uk
Contact No.: 020777777

4.	If you want to create linked fields in bulk for several accounts using a .CSV file, first create a set of all the required linked fields. This will act as a template for the .CSV file.

After you download the template, you can add more linked field data using Microsoft Excel.

Actions

1.	Select ADMIN > Add New Linked Fields.

2.	Go to the Account Details panel.

3.	Highlight one radio button and click Search.

The filter you choose will be permanently associated with this set of linked fields. If you need a mixture of accounts from different consol codes, it is easiest to highlight Account No.

a)	To select all the accounts in the selected consol code(s), highlight Consol Code.

b)	To pick a subset of accounts from one or more consol code(s), highlight Account No.

4.	Go to the Account Details panel.

a)	To use all the items displayed, click >> and then go to the next step.

b)	To use some of the items highlight the required items using mouseclick+CTRL. Then click > to move the highlighted consol code(s)/account(s) to the Selected Items list.

The Selected Items list can include accounts from multiple consol codes.

5.	If you find that you need to remove some of the accounts from Selected Items, highlight them using mouseclick+CTRL and click <.

6.	If you already have a .CSV file, click Browse, highlight the .CSV file and click Open. Then click Upload CSV.

To set up an instance of linked fields

To create a template for a .CSV file

7.	Select the Key Field and enter a value for it in the Data field.

8.	Set up each linked field as follows:

a)	Select an item from the Link To list and then type the related value into the Data field.

Refer to the field constraints as listed in Linked fields when creating the Data value.

9.	If you need to add another linked field (up to 10 in total), click Add Next and repeat the preceding step.

10.	If your aim is to create a .CSV file, click Download Template and save the file for editing.

The template file contains the account number(s) and all the selected field names as column headings. Edit the template and set up multiple sets of linked field values in the same .CSV file.

See CSV file Dos and Don'ts.

11.	Then repeat steps 1 to 6 above.

When you have finished, click one of:

Save (save and stay on the same page) / Save & Close (save and leave the page) / Close (cancel the changes).