Create/Update

Document Import

Permissions

Create/Update 

• You may only create OR update suppliers or contacts in one import action. 
• An Excel template is customised with the fields of data you require and downloaded. 
• To create suppliers - populate the Excel template and upload to Canopy. 
• To update suppliers - the Excel file will be populated with your current supplier data. Edit the supplier data and upload to Canopy. 
• For frequently asked questions on the import, see Import FAQs.

Contents 

• Import Template Structure
• Import Template Rules
• Data entry for "Suppliers" 
  • Suppliers template sheet  
  • List Options 
  • Dates
• Data entry for repeatable sub-groups
• Data entry for "Contacts" 
  • Contacts template sheet 
  • Connected supplier
  • Connecting one contact to multiple suppliers 
• Delete and overwrite rules 
• Permissions

Import Template Structure

The import Excel template is split into separate sheets: 

Suppliers - Supplier data 

Contacts - Contact data 

Repeatable sub-groups - Groups of data repeated more than once per supplier, e.g addresses or contracts. For more information, see Sub-group template sheet

Import Template Rules

Please follow the below rules to ensure your template sheet uploads correctly: 

• Save your file as an Excel not .csv file.
• Do not change the names of any sheets or column headers.
• Do not delete any columns containing a "UID". These are unique identifiers for suppliers, contacts or sub-groups and must not be edited. 

Data Entry Rules 

Your data must be entered into the Excel template in a specific format. Please see the rules below: 

Data entry for "Suppliers" 

Suppliers template sheet  

• There may only be one row per supplier in the "Suppliers" sheet of the Excel template.
• Having more than one row per unique supplier name will fail the import.

List Options 

• When entering values for data points using lists, separate list options with commas and no spaces, e.g Project 1,Project 2.

For currencies you may enter:

• The currency name, e.g British Pound
• The 3 letter ISO code, e.g GBP
• The currency name + code, e.g GBP - British Pound

For countries you may enter:

• The country name, e.g United Kingdom 
• The 2 letter ISO country code, e.g GB 

For categories you may enter:

• The category name, e.g Industrial Refrigerators
• The UNSPSC code, e.g 241315

Dates

• You may enter dates in the following formats:
  • dd/mm/yyyy
  • dd/mm/yy
  • dd-mm-yy
  • dd-mm-yyyy

Data entry for repeatable sub-groups

A sub-group template (SGT) is a group of predefined data points, e.g an address or contract, see Sub-Group Templates.

Some SGTs are only allowed one copy per supplier, e.g Registered Address.

Some SGTs may be repeated more than once per supplier, e.g a Contract. 

If a SGT cannot be repeated more than once per supplier:

• It will appear in the "Suppliers" sheet.
• Each data point within it will be allocated a separate column. 
• e.g "Registered Address" appears within the "Suppliers" sheet. 

If a SGT can be repeated more than once per supplier:

• A separate sheet of the Excel template will be created
• E.g "Contracts" is allocated a separate sheet to "Suppliers".

This allows you to create/update more than one repeatable sub-group per supplier using the import, e.g creating both a Master Services Agreement and a Statement of Work for a single supplier.

• On repeatable sub-group sheets, each row is a SGT, not a supplier. 
• Therefore a single supplier may have more than one row on a repeatable sub-group Excel sheet.
• To create more than one SGT per supplier, create a row per SGT and enter the same supplier name in "Company Name". E.g: 

Data entry for "Contacts" 

Contacts template sheet 

The following fields are mandatory to create a contact:

• First Name 
• Last Name 
• Email Address 

Connected supplier

• To connect a contact to a supplier, enter the supplier name into the "Connected Supplier" column.
• The supplier name must exactly match the "Company Name" on the "Suppliers" sheet of the Excel.
• To connect a contact to more than one supplier, duplicate the contact row (including any UID) and enter the new supplier into "Connected Supplier".
• All contact details apart from "Connected Supplier" and "Contact Role" (e.g first name, email address) must be the same or the import of the contact will fail.

Contact roles 

• To assign a contact role, enter into the "Contact Roles" column.
• To enter multiple roles, please separate with commas and no spaces, e.g Sales,Finance
• Contact roles may only be selected from the Canopy default contact roles. 

Connecting one contact to multiple suppliers 

• To connect a contact to more than one supplier, duplicate the contact row and enter a different supplier in the "Connected Supplier" column. 
• You may also have different contact roles per connected supplier. 
• If connecting one contact to multiple suppliers, all contact fields must match except "Connected Supplier" and "Contact Role". E.g: 

Delete and overwrite rules 

• Suppliers, contacts and sub-groups cannot be deleted via the "update" import. 
• Removing a supplier, contact or sub-group from the downloaded Excel template will not delete the item when uploaded, it will skip the item. 
• Clearing a data value will delete the data. E.g editing the "Project" from "Project A" to nothing will delete the value. 
• Editing a data value will overwrite the value, not append the existing one. 
• To append to the existing value, please comma separate with no spaces. E.g edit "Project A" to "ProjectA,Project B". 

Document Import

For frequently asked questions on the import, see Import FAQs

Contents

Accessing The Import Documents Page

Selecting Files For Upload

Downloading Files In The Table

Removing Files From The Table

Assigning The Upload Location

Uploading The Files

Adding, Delete and Archiving Rules

File Uploads in Repeatable Sub-Group Templates

Accessing The Import Documents Page

Document import is accessed from the following locations:

• The homepage "Import" button
• The "Import" button on the suppliers page
• The supplier profile options menu

If accessing the page from the import menu, please select "import documents" from the available options

Selecting Files For Upload

To upload documents to the documents table:

• Click the upload button 
• Select the files on your system that you wish to upload
• Click open
• The files you have selected will now appear in the table

Please Note: Files must be under 10MB to be uploaded. 

Files that are added to the table will remain in the table for all users with access to the import tool until each file deleted or uploaded. Feel free to leave the page and return later if needed.

Downloading Files In The Table

To download a copy of the files in the table, click the download button next to file you wish to download.

Removing Files From The Table

To remove files from the table, click the delete button next to the file you wish to remove.

Assigning The Upload Location

Which supplier and data point each file is to be uploaded to needs to be specified. 

To assign the upload location for the file:

• Type and select the supplier you wish to upload the file to from the supplier name dropdown.
• Select the data point you wish to upload the file to from the data point dropdown.

Please Note: The supplier and data point must already exist in the system to be selected. If you wish to upload to a new supplier or data point please create them before performing the upload.

Uploading The Files

To upload the files:

• Click the upload button next to the file you wish to upload
• Click the "upload all" button if you wish to upload all completed files to their respective suppliers and data points.

Each file must have a supplier and data point assigned to be uploaded.

Add, Delete and Archiving Rules

• On data points where uploaded documents already exist, documents will be added to the existing one(s) so there will be multiple present.

• Existing documents will not be archived.

• You may not delete or replace documents using the import.

• New files will be added to, rather than replace existing files.

File Uploads in Repeatable Sub-Group Templates

• You may upload files to data points within sub-groups that can be repeated, e.g contracts or addresses,

• Where you import files to these types of data points, the uploaded document will be added to the first empty document slot. 

• Where this occurs, the document is placed in the first empty document slot

• If all existing copies of the sub-group have a document uploaded, then a new copy of the sub group is created

For Example, if 3 contract sub-groups exist, Contract 1, Contract 2 and Contract 3:

• • If all document data points are empty - a newly imported document will be added to Contract 1

  • If Contract 1 has a document present, and the others are empty - the document will be added to Contract 2

  • If all three have documents present, it will create new contract, Contract 4

Permissions

	Admin	Editor	Viewer
Import - Create
Import - Update
Import Documents