Click the links to the topics outlined below to learn more information:
Organisations may be external companies that you support containing individual internal users. Set them up by entering details, or importing them as CSV files.
If you are importing your Organisations via CSV load, please consult the Importing Organisations Guide. If you are adding them manually, please follow the guidelines below:
If you wish to enter your Organisations, this is done via the Your Company drop-down menu, seen below:
Clicking on Orgs and “Add New Org ” will bring up the details screen in which you can create your new Organisations record. There are numerous fields in which you can add as much or as little data as is required. Once entered and saved, you may wish to have your Customers associated with the Organisation you entered.
To do the latter, first create and save your Organisation with the name of the company. Then, via Your Company > Customers, select the Organisation you wish to associate with them from the Orgs drop-down. Click OK to save. The Customer (User) will now be linked to the Organisation.
Learn more about Customers (Users) here.
HotH has the ability to load external Organisation data files directly into the databases. You can therefore download data from any existing databases and populate the HotH.
In addition, HotH also has the ability to export your Organisation data from the HotH database to a CSV file, which you can learn more about on the Exporting Organisations Guide.
The files to be imported must be flat files of comma-separated values. Each line in the text file represents a HotH record of a particular type. The first characters in each line indicate the type of record to be loaded. You should also note that special rules apply to some fields, please take advice from Support before loading new data type. You can use Import to execute a SQL string, but again please take advice from Support before doing this.
Note: Tickets and Notes are loaded into the current Ticket Folder. Any Organisations referenced in the Tickets should belong to the current Folder. HotH does not make these checks.
How to import the file
In the WebServer, go to Import CSV from Settings.
Select the file to import records and click Import. If there are errors they will be listed. You need to review the errors. The error log is listed to the file suppdesk.err. If there are no errors you can navigate away.
In the Windows interface the Import CSV option is on the Database ribbon tab/menu. You need to navigate to where the import file is located.
Excel column headings are supplied below to assist. You do not need to supply data for every field, just enter those you need. (Though there are some validation rules, these are not documented here.)
Dates should be entered as DD/MM/YYYY for UK format and MM/DD/YYYY if US format is in use.
Organisation Record – Type C
|B||Reference||Up to 16 characters, mandatory and unique (The Customer must not currently exist).|
|C||Name||Up to 120 characters, mandatory|
|D||Address Line 1||Up to 50 characters|
|E||Address Line 2||Up to 50 characters|
|F||Address Line 3||Up to 50 characters|
|G||Address Line 4||Up to 50 characters|
|H||Address Line 5||Up to 50 characters|
|I||Post Code||Up to 16 characters|
|J||Phone No 1||Up to 40 characters|
|K||Creation Date||10 characters|
If omitted, today’s date is used.
|L||Account Manager||Up to 40 characters|
|M||Narrative||Up to 2000 characters|
|N||Fax No||Up to 40 characters|
|O||Phone No 2||Up to 40 characters|
|P||Up to 120 characters|
|Q||Modem||Up to 40 characters|
|R||Maintenance Expiry Date||10 characters|
|S||Service Level||Up to 32 characters|
|U||Department||Up to 120 characters|
|W||Archive Flag||Numeric (1=Yes, 0=No)|
|Y||News||Up to 400 characters|
|Z||Fee||10 numeric characters, 2 decimal places|
|AA||Folders||A series of numbers delimited by | to note the Folders in which the customer can be used.|
|AB-AF||Extra Fields (pre 2002)||5 fields of up to 25 characters each|
|AH||Type||Up to 16 characters|
|AJ||Rate per Hour||10 numeric characters, 2 decimal places|
|AJ||Rate per Day||10 numeric characters, 2 decimal places|
|AL||Contract No||Up to 25 characters|
|AM||Website||Up to 120 characters|
|AN||System ID||Numeric – leave blank for new records|
|AQ||TITLE||Up to 60 characters|
|AR||Location||Up to 40 characters|
|AS||Serial No||Up to 120 characters|
|AT||Currency||Up to 16 characters|
|AY||Country Code||Up to 40 characters|
|AZ||Customer Level||Numeric, 1=ORG|
|BB||Pager||Up to 120 characters|
|BC||Email 2||Up to 120 characters|
|BD||Reason||Up to 250 characters|
|BF||Status||Up to 32 characters|
|BI||Role||Up to 40 characters|
You can export the current Organisation databases into a named file. The output records have the same layout as the corresponding Import records. This is useful if you want to create an import file; create a ‘dummy’ record, populating the required fields with discernible text, such as REF in a reference field. The exported data can then be used as a template for the import layout.
How to Export Customers
To export data, show the Organisation records in the summary and filter the list as required.
In the WebServer, navigate to Your Company > Orgs, then use the Export option in the Summary Options navigation bar; this will then offer the option to View the output. Now, you can open or save the file.