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Importing Clients & Prospective Clients From Successware

Overview

This tutorial will show you how to export your clients from Successware to a CSV file and then import that file into StudioCloud.


How to Export Clients from Successware

There are two different ways to export client information from Successware.  The basic export is the quickest and easiest but the export process below gives you more client information. The export method below must be used if you will be importing invoices and payments from successware.

List of Data that is imported

  • This export process will export the following information: Category, Title, First Name, Middle Initial, Last Name, Name suffix, Formal Addressee, Informal Addressee, Business Name, Street, City, State, Home Phone label, home Phone, Work phone label, work phone, work extension, work phone with extension, cell phone label, cell phone, pager label, pager, fax label, fax, email address, event date, client number, client name

Limitations

Successware does not export out relationship details and, as such, StudioCloud is not able to import relationships.

How to Export Clients from Successware (Advanced Export Method)

  1. Go to People option on the menu bar and select List Clients
  2. Search for the group you wish to export by using the "Search" button in the toolbar
  3. Click the "Export" button in the toolbar
  4. Select the client list you want to export from the options offered.
  5. In the "Export To" field select the "File" option
  6. In the "Export As" field select "Tab Delimited Text"
  7. Click the "Set Fields To Export" button and move fields from the list on the left to the list on the right.  Whatever is in the list on the right will be exported. Please move all of the fields from the left side to the right side.
  8. Select the "Place quotes around field values containing commas" checkbox
  9. Select the "Add a header line with field names" checkbox
  10. Click the "Export" button and tell the program where to save your file
  11. Export Completed
    1. If StudioCloud is importing the data for you please email the csv file to support@studiocloud.com. 
    2. If you are importing the data yourself continue on to the step below.

Convert Successware CSV File From A Tab CSV file to a Comma Separated CSV File

  1. If you are importing the data yourself the file exported from successware has to be converted to a different type of csv file. To convert it do the following steps.
    1. Open the file in Excel or another spreadsheet program and save it as a Comma Separated Values (CSV) file.
    2. This will change the file from a tab csv file to a comma seperated csv file.

How to Import Clients from Successware

Note: StudioCloud does not provide support for the import process below unless you pay for Studiocloud to import the data for you. 

The following blog post explains why. http://blog.studiocloud.com/2015/02/importing-data-into-studiocloud.html

  1. Open StudioCloud and log in
  2. Click on Clients
  3. Click on the Settings tab
  4. Click the Import Clients button
  5. Click on the Import Options
    1. Click on the Import CSV Files From Third Party Software
      1. Click on the Import From Successware
        1. Click on the Import From Successware Advanced Export CSV File
          1. Click on the Import from CSV (Comma Separated) File
            1. Find your exported Successware CSV File
            2. Click Open
  6. Verify the client information is being imported correctly.
    1. Change the column header that says "Gender" to be "Suffix"
  7. If you have already imported clients previously from successware do the following steps to remove clients that already exist in StudioCloud
    1. Click on Group Operations
    2. Click on Select Duplicate Clients In Table and Clients that Already Exist In StudioCloud menu option
    3. Click on Group Operations
    4. Click the Delete Selected Clients menu option
  8. Click Save

Basic Export from Successware method. 

StudioCloud does not recommend using this method.

Note: The Advanced Export method must be used if you are going to import invoices and payments from Successware

The basic export process will export the following information: Title, First Name, Middle Initial, Last Name, Name suffix, Formal Addressee, Informal Addressee, Business Name, Street, City, State

  1. Open Successware
  2. Click on People in the menu bar
  3. Click on Print or Export Mailing
  4. Click on Export icon when the Print/Export window opens
  5. Click on the Type of Computer that you are using
  6. Change the Separated Fields drop down to Commas and Quotes
  7. Save the file to your computer

How to Import Clients from Successware If The Basic Export Is Used

The Advanced Export method must be used if you are going to import invoices and payments from Successware

Note: StudioCloud does not provide support for the import process below unless you pay for Studiocloud to import the data for you. 

The following blog post explains why. http://blog.studiocloud.com/2015/02/importing-data-into-studiocloud.html

  1. Open StudioCloud and log in
  2. Click on Clients
  3. Click on the Settings tab
  4. Click the Import Clients button
  5. Click on the Import Options
    1. Click on the Import CSV Files From Third Party Software
      1. Click on the Import From Successware
        1. Click on the Import From Successware Basic Export CSV File
          1. Click on the Import from CSV (Comma Separated) File
            1. Find your exported Successware CSV File
            2. Click Open
  6. If you have already imported clients previously from successware do the following steps to remove clients that already exist in StudioCloud
    1. Click on Group Operations
    2. Click on Select Duplicate Clients In Table and Clients that Already Exist In StudioCloud menu option
    3. Click on Group Operations
    4. Click the Delete Selected Clients menu option
  7. Click Save