Importing info from Excel spreadsheet to Lotus

jmscruggs78
jmscruggs78 used Ask the Experts™
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If I have an excel spreadsheet with a wealth of information on it: about 700 people, each with their address, phone number, title, fax, mobile, email, group/dept name etc., then how can I put this information into Lotus?  I already have the database with the correlating fields for this information, I just need to add these records without doing each one by one.

Is there an agent that I can run, or do I need to import the information somehow?

Keep in mind that I am new to Lotus, so an in-depth explanation may be desired...Thanks!
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Create a view with columns matching the excel sheet.

Then rename the xls file to wk4 and then goto newly created view , select File..import and select the file and specify lotus 123 as the type. The import will ask you if there is any form that it has to refer in as a template, choose the appropriate one.

~Hemanth
Try to import this file using file-import from the menu of lotus notes view.  You will go through couple of options in the import function. Select Use form and the form name.   To test start with an excel file that is small and has 3 or 4 entries.

See the result in notes and let us know.

Author

Commented:
This may be a dumb question, but how do I create a view?  I have gone to "Create" and then "view" but then I can't find the view later, nor does it ask me how to set it up.

-jms
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You may have created personal views.  All youhave to do is rightclick the database and select goto...now you will find the view listed.

To redesign that view you have created you should use, actions - view options - design view.

Its a little tricky to find it for new people.

-Arun.

Author

Commented:
Isn't there a way that I can tell Lotus that for every record under the field titled "address" or "name" that the corresponding information goes in that space on the form for each record?  The view thing is a little confusing, I am having trouble making it work.  (Plus my system is running rather slowly today so it is taking a little longer than normal).
Create a column in the view and associate that column with the field name on the form.  Its pretty simple.

Double click the title bar to create a column, give a title,  in the programmers pane, at the bottom select formula or field where you can associate the mappings.

Author

Commented:
Okay, when I import the information, (taken from your first comment, Arunkumar) I will select the use form, and then I will select the form name ("Person"), but then nothing happens.
Your view should select the form Person

Goto deisgn of the view, In the view selection formula use this formula

Select Form = "Person"


The columns should point to the field names in the person form and then import.

Author

Commented:
For some reason it isn't working with the create view.  Am I doing something wrong?  (probably)... :)
You should have designer or editor access with create view priveleges. Without this nothing can be done.

Author

Commented:
I do have access to create views, I guess I am just not understanding how to tell Lotus what it is I want to do.  I go to create a view but it never asks for which form I would like to use, also I am not sure how to correlate the correct columns in my excel spreadsheet with the correct "blank space" on the Lotus notes form.  
It doesn't have any wizard. You have to explore things around.

Select View Selection on the lower left end pane. And specify the Select query

When you click on column it will have options for field or formula. Select field, which will list all the fields available in the database select the one which correlates to your form in the query.

For more help goto Notes help and you can find plenty of resources on this.

Author

Commented:
starting from the first step on through to the last, can you tell me step by step what to do?  I really appreciate your help, as I am sure I am making this more complicated than is.  Just to recap, I have an excel document, with the columns reading: "Company" "Title" "First Name" "Last Name" "Address", etc.  for about 700 employees, all of which need to be added into the Lotus Notes database.  In Lotus notes, there is an "edit" form titled "Person", for each employee, which has the fields "Company" "company type" (which will be left blank) "Title" etc. just like the spreadsheet.  While in Lotus, in order to scroll through each record, there are views setup, ordering them "by company" or "by last name" etc.  (I don't have access to edit these views).  
Therefore, I will need to know how to make my own view to edit, and setup, and finally to import the appropriate information.

Thanks so much for helping such a Lotus-inept person!!!

Points have been increased.
Mail me the excel and notesdatabase in a zip file, I will design the view for you and you can take a look at it.

hemanth1@bigfoot.com

Author

Commented:
No can do, restricted info...I wish I could though!  It would make my life a lot easier.
Give me your id I will send you the sample.

Author

Commented:
jmscruggs78@hotmail.com

Author

Commented:
Did you try sending it?  If so I never got it.

Thanks,
JMS

Author

Commented:
Okay, I have figured out how to import the worksheet from Excel onto Lotus, the only problem is: some of the fields are left blank, even though I have a corresponding column for that field.  The names, titles, and first part of the address are fine, but the email address for each is completely left off, and the business address's city/state and country get placed where it says "home" address on the form.  How can I redirect this information into the appropriate places on the Lotus form?
Did you get my mail ?

When the column names correspond to that of the field name, it will transfer data properly.

Author

Commented:
No I never received your email.  Would you like to resend?  If so: jscruggs@incresearch.com .  On the excel spreadsheet I have correctly named the column names to correspond exactly to that of the field name, and still only a few fields get imported.  It's frustrating.  Not sure why some of it doesn't get imported, but some of it does.  Great idea though on saving the format to WK4, that helped a LOT.  

One thing I will mention: on the form, for instance under address, there is an arrow that you click on to enter the address information, such as state and city.  also there is one beside of the email address field, that opens up to "Specify email address type" once you click on it.  Do you think this has any significance?  

My State info gets put under "HOME address" rather than OFFICE address.  Not sure why on that one either.

Author

Commented:
OKAY...now I have it down.  I went in there and right clicked on each field name to get the appropriate Field Name under properties...now they are matching up the information when I import.  

HOWEVER, the only one that is giving me problems is: email address.  When I import in a record, all of the information is there.  But on the form, the information isn't appearing in the email address field.  If I right click on it and go to properties, it shows the information there, but not on the form.  What can I do to change that?
Okay, Check the FieldName in the Document properties tab and verify it against the Form FieldName.

If they are perfectly matching then Check for the view column that lists the email Address and check the field name there.

Optionally if the above two does not work, in the document properties tab, check the Summary option for the FIELDNAME.

-Arun.
Probably field shown in doc properties is not in the form ? So check the field name and rename the column appropriately.

You are there almost, anyway I will resend my sample db.

Author

Commented:
FINALLY I have got it.  sorry it took me a while...Lotus is quite new to me.  Thanks so much for all of the great help, it is greatly appreciated, and has saved me lots of time.
You bet !

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