WARNING: 
Using bulk updates via Excel files has an immediate impact on your Fuga environment.
Errors resulting from bulk processing may not be recoverable. 
We strongly advise you to first perform these actions in your test environment (https://sonetas-test4.eu/fuga) and only proceed in your live Fuga after thorough review.


Do you want to change one setting for all your clients at once, or add a large batch of new clients in one go? With the Update clients via Excel spreadsheet action you export all your clients to an Excel file, edit them there and upload the file again. Fuga then processes all changes in a single pass.


Where to find this

Go to Consultation => Actions => Update clients via Excel spreadsheet. The action is only available to users with an administrator profile.

A window opens with three steps: export, edit, upload.


Step 1 — Export all clients to Excel

Click the Export all clients to Excel button. Fuga creates an Excel file with all your clients. There is no filtering: it is always the complete list.

Each piece of data sits in its own column. The column headers are in English, for example Client id, Client number, Last name, City, Is company, Direct debit enabled. Choice fields appear as a drop-down list to pick from, yes/no fields contain the values true or false, and fields that are empty in Fuga show as an empty cell.


Step 2 — Make the changes in the Excel file

Open the exported file and edit the client info where needed. A few guidelines:

  • Keep the column headers exactly as they were exported. The order of the columns does not matter.
  • You add a new client with a new row without a Client id. Then fill in at least Last name, City and one contact detail (and Client number if your practice uses manual client numbering).
  • Columns you do not want to change may be removed from the file.
  • A client is only updated or created if the row contains no invalid values.

If you turn a client into a company or enable direct debit, extra fields are required:

  • For Is company = "yes" you must also fill in Company name and VAT number.
  • For Direct debit enabled = "yes" you must also fill in Direct debit (IBAN), Start date direct debit, Direct debit mandate Id and Pays by direct debit.

Save the file as an Excel file when you are done.


Step 3 — Upload the file

Drag the file into the window or use the Select file button, then click Upload spreadsheet. Fuga processes each row separately, so the valid clients are imported even if there is an error somewhere else.


How Fuga processes your file

Existing client or new client:

  • If a Client id is filled in, Fuga updates that existing client. If the Client id does not exist, the row is rejected.
  • If the Client id is empty, Fuga creates a new client.

Empty cells: if a column is in the file and you leave a cell empty, Fuga clears that value on the client. Columns you removed entirely from the file stay unchanged.

Contact details: per type (Contact (e-mail), Contact (mobile), ...) you may enter multiple values, separated by a comma. The list you provide replaces the existing contact details of that type.

Direct debit and company info: if Direct debit enabled or Is company is set to "yes", Fuga creates or updates that data; if the column is set to "no", Fuga removes that data. If you leave the column out entirely, everything stays unchanged.

Client number: with automatic numbering a Client number in the file is ignored; with manual numbering it is applied.


Result of the import

After the upload Fuga shows an overview of the rows that could not be imported. For each rejected row you see the row number, the client number and the reason. A few examples:

  • Client id does not exist in Fuga
  • a required value is missing to save the client (e.g. Last name, City, Company name or a contact detail)
  • a choice field contains a value that is not in the drop-down list
  • a yes/no field contains something other than true or false
  • a value is too long, or a VAT number is invalid

This way you immediately see which rows you need to correct, and you can upload the file again afterwards.


Important

Clients that were in the export but that you remove from the file are not deleted from Fuga. Leaving out a row is therefore safe.