You can bulk upload Contacts into Wovex.

This will help you speed up onboarding and handle large volumes of data quickly and easily. These contacts can then be used to set up your ownership roles and benefit governance.

For this functionality, you need to use a template Excel file - the latest version to use is attached to this article.

On your Wokspace, go to:

Extras > Import Contacts.

Will there already be a Contact entry for Wovex Users?

Yes. When users are invited to Wovex using the 'Invite People' button, a check is made to see if there is already a Contact entry with the same 'Email'.

If there is a Contact with the same email, then no new Contact is created.

If there is no Contact entry with the same email, then a new Contact is created.

- The Display Name of the Contact is set as the user's Email Address.

Can I export a list of existing Contacts to check first?

Yes, if you have the Automation add-on pack.

Go to Extras > Export Items

Then select 'People' and the fields to export. Ensure the Display Name is selected.

This Excel file can also be used to update the contacts' details.

Import back changes using 'Import Contacts'.

You can also review all Contacts, including those previously deleted, in Extras > Contacts.

Note: Contacts can not be added or deleted using the Export and Import of Existing data. The function described below must be used to add new Contacts.

The import file to add Contacts in Bulk is attached to this article.

There is a worksheet in the Excel file for basic details of each contact.

There are two values that must be added for each Contact:

Column A: Display Name. So the user's name can be displayed.

Column E: Email. So the contact can be uniquely identified. Some functions also enable the contact to be emailed, for example, when they are identified as a data collector, to receive email reminders automatically.

Column A: Display Name - This is Mandatory. When Wovex adds new users, it creates a Contact with their email address as the Display name. You may also choose to do this, but it is okay to use a different format.

Column B: ID of the Contact. Optional. and can be used to add an ID of any format.

Column C: Role Name/Title. Optional. You may have the same Contact in Wovex with different Roles. For example, someone who worked in a department with a specific job title has now moved to another department and holds a different job title. They are the same person, but you may want to have them recorded twice for audit purposes.

Column D: Description. Optional.

Column E: Email. Mandatory. The email address of the contact. If not applicable, then enter some text, for example, 'Not applicable' in here.

Column F: First Name. Optional. Can be added alongside the Display Name.

Column G: Last Name. Optional. Can be a family name added alongside the Display Name.

Row 1: Can be any text - the import ignores this. It is there as a reminder for you of the values to add.

All Contacts in the spreadsheet will have contacts created for them, unless:

- The Display Name and Email in the spreadsheet are an exact match for those already in existence.

So, if the load fails, you can correct the issue in the file and upload it all again - only new Contacts will be added.

If there is no Display Name on a row, then the Contact will not be added.

Please do not change the titles of the tabs. Changing the titles will prevent the values from being uploaded.

​

Tab 1: Instructions.

These are instructions to help you understand the process and import the spreadsheet.

Tab 2: Contacts.

Automates when on the Settings > Contacts screen, you choose '+New'.

Has the columns in and will be used to create Contacts from.

Attachments (1)