Inquiry Import via Excel

We are excited to introduce the Inquiry Import feature, built to streamline and scale the way you handle customer inquiries by allowing bulk uploads directly from Excel.

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🔍 Feature Overview

The new Inquiry Import functionality enables users to upload multiple customer inquiries using a structured Excel template. This minimizes manual input, reduces errors, and ensures a smooth, validated data import process.

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⚙️ Key Capabilities

✅ Excel Template Download – Predefined headers ensure accurate formatting
✅ Bulk Upload Support – Import up to 1,000 inquiries per file (.xlsx, max 5MB)
✅ Data Validation Engine – Detects and flags issues in phone numbers, cities, SKUs, and more
✅ Inline Error Handling – Preview invalid rows and fix issues before submitting
✅ Smart Grouping – Group rows by Contact Number 1 or treat each as individual inquiries
✅ Business Location Selection – Required dropdown in UI (not part of Excel)
✅ Auto-Correction – Phone numbers auto-formatted; unmatched cities default to “Tempo City”

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📊 Review & Correction Workflow

• ❗ Fields like City, Product, Source, Assignee, Courier can be corrected via dropdowns
• 📞 Invalid phone numbers are auto-converted or flagged for merge if duplicates exist
• ✅ Final submission is only enabled once all rows are valid

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🔐 Additional Safeguards

• Only .xlsx files are accepted
• Files with missing/modified headers or over 5MB will be rejected
• Users without permission will see the import section as disabled

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📘 Step-by-Step Guide

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🔹 Step 1: Download Excel Template

Go to Inquiry Management > Import Inquiries
Click on “Download Template”
💬 Click ‘Download Template’ to get the correct Excel format.

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🔹 Step 2: Fill in the Required Data

Enter data into the Excel sheet:

• Customer Info: Name, Contact No. 1, Address, City
• Product Info: SKU or Product Name, Quantity
• Optional Fields: Email, Order Date, Source, Assignee, Courier
• 💬 Fill in customer, product, and optional order data in the template.

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🔹 Step 3: Upload the Filled File

Return to the import screen and click “Upload File”
Select the Excel file from your device.
💬 Upload your filled Excel file (.xlsx format only, max 5MB).

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🔹 Step 4: Set Import Options

Choose the following options before proceeding:

• Group Inquiries By: None or Contact Number 1
• Business Location: Select from your assigned locations

💬 Select Grouping method and Business Location before continuing.

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🔹 Step 5: Preview Uploaded Data

After uploading, the system displays a preview screen:

• ✅ Valid rows in green
• ❌ Invalid rows in red with tooltips
• Hover over fields to view errors

💬 Preview data and identify any validation errors.

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🔹 Step 6: Correct Errors

Fix invalid fields using:

• Inline dropdowns
• Or re-upload a corrected Excel file

💬 Use inline dropdowns to correct invalid values.

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🔹 Step 7: Submit the Import

When all rows are valid:

• Submit button becomes active
• Click Submit to finalize
• View success confirmation

💬 Click Submit to finalize and create inquiry records.

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🔹 Step 8: Handle Phone Number & City Rules

• 📞 Phone Numbers: Auto-converted to 94XXXXXXXXX
• 🏙️ City: If unmatched, system defaults to “Tempo City”

💬 System automatically formats phone numbers and handles city mismatches.

🔹 Step 9: View Created Inquiries in the List

After a successful upload, all valid inquiries will appear in the Inquiry List view.

• You can now filter, assign, or take further actions on the newly created records

💬 All successfully imported inquiries will now appear in your main inquiry list.