Upload a local file

Who can use this feature?

Uploading a data file allows you to quickly import data from your local machine to Totango in a one-time manner (bulk upload).

Upload a data file (one-time)

You can use one CSV file per integration job / object. Totango allows you to import data into Totango for the following objects:

  1. Accounts
  2. Users
  3. Usage
  4. Collections
  5. Usage aggregations
  1. Totango users
  2. Account assignment
  3. Tasks (inbound)
  4. Touchpoints (inbound)*
  5. Accounts foreign keys
  6. Opportunities**

*There is a known limitation with touchpoints inbound. See FAQs.
**Opportunities is available if using the premium add-on feature: Totango opportunity management.

After you select the object and the file, you can map the source fields to Totango attributes.

  1. From within Settings, expand Data Management > Customer Data Hub.
  2. From the list of active connectors (left), choose Data Files.
  3. From the list of available connectors, hover over the Local File connector, and click Connect (or View Integrations).
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  4. Click +Create Integration.
  5. Choose from the available objects to import.
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    A new integration page appears, based on the selected object (e.g., New Accounts Integration).
  6. In the Select Data Source area, drag-and-drop or click browse to locate the CSV file you prepared for the selected object (e.g., Accounts, Users, etc.).

    See prepare a CSV file for upload.


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  7. Once the file is selected, an additional section appears for mapping and formatting data fields. Totango attempts to map the columns in the source file (CSV) with attributes in Totango. Required attributes (keys) are mapped at the top of the list.
  8. Ensure that each source field (left) maps to the desired Totango attribute (right).
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    • For each source field, you can edit the source format. This option is often used for dates, where Totango will transform the raw data from your file into the formatting you specify.
    • For each Totango attribute, you can choose a different attribute to map to if the auto-mapping wasn't correct.
    • Totango may also denote attributes to add as new if it didn't find an existing attribute. (Supported data types for adding new from the integration job include Text, Number, Currency, Date, Foreign Key.) 
    • Hover next to a mapping to remove it from the integration job. This option is useful if you don't want to modify the source file but want to skip a column.
    • Hover next to a mapping to optionally add a note to reference later or document the logic behind this mapping.
    • You can add new mapping to re-use a column from the data file or open the Function Editor and add a constant to all rows or some other logic.
  9. Click Validate Mapping. The validation must be successful in order to proceed.
  10. Preview the data in the file to ensure it looks correct.
  11. From the Settings section, set the following:
    • Name: Because you can later upload data for the same object, a name and description helps  you identify the job later.
    • Description: Add a description for the job.
    • Allow new accounts creation: Allow new records to be created during the integration. If disabled, only records that already exist in Totango will be affected by the upload (e.g., attribute values may be set but new records will be ignored).

    Because this is a local file, the scheduling options are limited to run once.

  12. Click Save and Upload.
  13. The job is saved, and you can monitor upload progress in real time. The sync status changes automatically as the job completes.
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    Upload time is measured from the beginning of the file upload until it is available in the UI.

  14. Click inside a job to view more details.
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You should now see your new/updated data in Totango.

Uploads more most objects will be immediately reflected in the UI once the processing is done (e.g., accounts, users, collections, etc.). For Community Edition and Free Trial accounts, it may take longer to process account data. Usage data uploads (activity stream and aggregated usage) will be reflected in the UI once a day. 

Manage integration options for one-time jobs

Hover over an integration job and click the Ellipses (...) to view options:

  • Duplicate: Create a copy of the job.
  • Download: View the file that was uploaded and analyze the data outside of Totango. 
  • Delete: If you don't need the integration job anymore, you can delete. This is a permanent action.

FAQs

Question: What known limitations are there with importing touchpoints? 

Answer: Consider the following scenario: A touchpoint is created in the Totango UI with the touchpoint type set to "Internal." If the touchpoint type is later updated to "Email" via a CSV upload, the "Last [Successflow] Activity" date of the touchpoint does not update, whereas if the touchpoint type is updated to "Email" via the Totango UI, the "Last [Successflow] Activity" date does update.


Question: The file I uploaded contains duplicate account IDs, will the data be uploaded to Totango?

Answer: Only the data of the last record of this account will be stored. If there is a need to upload all the duplicated rows, you can aggregate it yourself in the file, or split it into several files.


Question: Can I use the same file twice for different integrations?

Answer: Yes, you can use the same file for different object uploads or again on the same object.


Question: Can I upload a file with accounts that do not exist in Totango?

Answer: Yes, expand the Settings section to to ensure "Allow new accounts creation" is enabled.


Question: What is the best practice for syncing an Account Assignment attribute?

Answer: We recommend using only the Account Assignment email and map it to the Account Assignment (tid) field. See this article for more details.

In case the source system contains the only Account Assignment name info, then use it and map it to the Account Assignment field. Keep in mind that syncing data based on name only can become an issue in case several people have the same full name. 


Question: I uploaded data but in Totango it is showing that the value was loaded on the day after.

Answer: Your instance has a timezone set on it, data is tagged with a date based on what the instance date was when you uploaded it, not your local time.


Question: When loading dates for different timezones how do I account for the date change?

Answer: Your instance of Totango has a timezone associated to it. All date uploads with out a time/timezone stamp on them will automatically be converted to your instance timezone. See more information about dates in file preparation or source field formatting.


Question: I deleted the CSV job that I uploaded but the data is in Totango?

Answer: You should not delete the jobs in Totango, they are a historical indication of the data you have loaded. They have no relationship to the actual data set.


Question: How do you delete data that I uploaded via CSV?

Answer: You can remove accounts from Totango here. For other objects, contact support@totango.com and provide a URL to the public segment of the data to delete.


Question: Why is my CSV in a status of Partial Success, Failed, or Skipped?

Answer: Click on the line item and look for the error message towards the bottom. Partial Success generally indicates an error with the ID, like the ID was missing, or duplicated across your file.


Question: I uploaded data via a CSV, and saw that the data came over fine; however today, the data has been replaced, why?

Answer: Totango is a data aggregator. If you have data coming from another system like a CRM (SFDC, MS Dynamics) or a Data Warehouse, the data in Totango will show the last loaded data source. If you are loading data that is already being automatically sourced from another data source, it will revert back.

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