Populating the CRM Notes and To-Dos import template

BEFORE YOU BEGIN  Please review the general instructions for importing and updating data in Autotask in this topic: Importing or updating data.

Use the CRM Note & To-Do Import Template to import notes and to-dos from a .csv file. If a matching note or to-do is found during the import, it can be left as it is or updated. Notes and to-dos are matched on Account + Action Type + Assigned To + Start Date/Time + End Date/Time.

NOTE  If you see a check mark in the Must be looked up in Autotask instance? column, it means that, in the Autotask user interface, a value is selected from a list. You may use selections that are currently inactive, but they must exist. Navigate to the page shown in the Description column and look up the valid options.

*= required field

Field	Must be looked up in Autotask instance?	Description
To-Do or Note*		Enter To-Do or Note to determine which type of record you wish to create.
Organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site.*	Yes	Enter a valid organization name. Inactive organizations are acceptable.
Action Type*	Yes	Enter a valid action type. Your valid action types can be found here: > Admin > Features & Settings > Sales & Opportunities > Action Types. Inactive action types are acceptable.
Assigned To Resource*	Yes	The name of the resource to whom the note or to-do is assigned. Your valid resources can be found here: > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR). Inactive resources are acceptable.
Assigned By Resource	Yes	The name of the resource by whom the note or to-do was assigned. Your valid resources can be found here: > Admin > Organization Settings & Users > Resources/Users (HR) > Resources/Users (HR). Inactive resources are acceptable.
Start Date/Time*		Enter the start date and time for the to-do or note. Enter the date in your Autotask date format followed by a space, then time in your Autotask time format, e.g. 10/10/2022 8:00 PM. If only a date value is provided, 12:00 AM will be used as the time.
End Date/Time*		Enter the end date and time for the to-do or note. Enter the date in your Autotask date format followed by a space, then time in your Autotask time format, e.g. 10/10/2022 8:00 PM. If only a date value is provided, 12:00 AM will be used as the time.
Contact	Yes	Enter the name of an existing contact for the organization entered above. To find a list of contacts, navigate to > CRM > Search > Contacts or simply open The Organization page and select Contacts from the page context menu. Inactive contacts are acceptable.
Opportunity	Yes	Enter the name of the opportunity with which the note or to-do is associated. The opportunity must be associated with the organization name provided.
Ticket Number	Yes	Enter the number of the ticket with which the note or to-do is associated. A ticket number can only be associated with a CRM note if the note is a completed to-do; therefore, CRM notes associated with a ticket number require a complete date.
Contract	Yes	Enter the name of the contract with which the note or to-do is associated. The contract must be associated with the organization name provided. The system will, if possible, automatically set the contract for the note or to-do upon import if a ticket number is provided but a contract is not, and the ticket has a contract.
Description		Enter a description for the note or to-do.
Complete Date/Time		Enter a complete date and time for the to-do (this field does not apply to notes). This value must be later than or equal to the start date and time. Enter the date in your Autotask date format followed by a space, then time in your Autotask time format, e.g. 10/10/2022 8:00 PM. If only a date value is provided, 12:00 AM will be used as the time.

To find out how to reverse an import, refer to Rolling back an import.