Advanced Autoloader settings extend the core Autoloader configuration with options for column mapping and identifiers, workflow and email notification behavior, creation and update rules by record type, relationship mapping between records, file preparation, and Autoloader run history.
Column Mapping
After setting the number of columns on the File Layout tab, map each column to a SmartSimple field.
Number of Columns — Determines how many fields are available for mapping.
Identifier — Toggle this on for the column that uniquely matches an uploaded record to an existing system record. One or more identifier fields are required when updating existing records.
Table Header Field — Required only for XML or JSON files. Enter the column header from the upload file.
Field — Select the SmartSimple field from the dropdown.
IMPORTANT The following fields must only be used when updating existing records. Do not use them when creating new records.
- Company ID (Company Autoloader)
- User ID (Contact Autoloader)
- Resource ID (Resource Autoloader)
- Tracking ID (Level 2 / Level 3 Autoloader)
IDs must match records already in the system. These fields are typically used when data was previously exported from SmartSimple with those ID fields, updated externally, and re-imported. When used, designate the field as the Identifier.
Process Tab Advanced Settings
The Process tab includes additional settings for workflow automation, report exports, sequential Autoloaders, and email notifications, grouped below by category.
Workflow and Report Options
Workflow before loader starts — Runs a selected workflow before the Autoloader adds data. Defaults to No.
Workflow after loader ends — Runs a selected workflow after the Autoloader adds data. Defaults to No.
Run report export after loader ends — Executes a scheduled export of the selected report (frequency set to On Demand).
Sequential Autoloader after loader ends — Links Autoloaders to run in sequence. The next sequential Autoloader will process the same file as the previous Autoloader.
Trigger Workflow— Triggers template formulas associated with the selected record type and level. If unchecked, these formulas do not run.
Email Notifications
Send Email with Log Upon Autoloader Completion — Sends a log of the upload process each time the Autoloader runs. The log is also stored in the same folder as the uploaded file.
Send Email Notification When Autoloader Fails to Complete — Sends a notification when an FTP/SFTP connection fails or the Autoloader process terminates unexpectedly.
Send Email with Log When Autoloader Encounters Failed Records — Sends a notification when records fail to load.
Email Recipients — Enter the email addresses to receive notifications. Separate multiple addresses with commas.
Creation and Update Options by Record Type
The options displayed in this section vary based on the Record Type and Item or Level selected.
Company Record
Creation/Update Behavior — Select the option for the behavior you want the Autoloader to follow as it relates to creating and/or updating existing records.
- Update matching records and create new records if no match is found
- Update matching records and ignore records if no match is found
- Only create new records if no match is found and ignore any matching records
Duplicate Match Behavior — Defines behavior when multiple records match the identifier:
- Update Unique Match Only — Updates only when exactly one matching record is found.
- Update All Matches — Updates all matching records.
Account — Sets where in the organizational hierarchy new records are added.
Is External — Select when creating external companies under the root company.
Category — Sets the organizational category for new records.
Trigger Workflow — Select a workflow to trigger. Defaults to N/A.
Trigger On All Records — Runs the workflow for all records, whether new or updated. Use this to create companies with multiple categories.
Contact Record
Creation/Update Behavior — Same options as Company Record.
Duplicate Match Behavior — Same options as Company Record.
Account — Sets where in the organizational hierarchy new records are added.
Role — Sets a user role for new records. To assign multiple roles, trigger a workflow for each record.
Trigger Workflow — Select a workflow to trigger. Defaults to N/A.
Trigger On All Records — Runs the workflow for all records. Use this to activate users with multiple roles and to automatically email passwords to newly created contacts.
Company or Contact — Event or Transaction
Creation/Update Behavior — Same options as Company Record.
Duplicate Match Behavior — Same options as Company Record.
Type — Select the event or transaction type. Defaults to N/A.
Status — Select the event or transaction status. Defaults to N/A.
Trigger Workflow — Select a workflow. Defaults to N/A.
Trigger On All Records — Runs the workflow for all records.
UTA Record — All Levels
Creation/Update Behavior — Same options as Company Record.
Duplicate Match Behavior — Same options as Company Record.
Type — Select the Level 1, Level 2, Level 3, or Transaction type. Defaults to N/A.
Status — Select the Level 1, Level 2, Level 3, or Transaction status. Defaults to N/A.
Trigger Workflow — Select a workflow. Defaults to N/A.
Trigger On All Records — Runs the workflow for all records, whether new or updated.
Relationship Mapping
These optional sections appear at the bottom of the Autoloader page based on the selected Record Type and Item or Level.
Update Account Owners (Company Record — Company Item)
Associates an account field with a user field to establish account ownership. For example, match an employee ID field in the imported file to the user table to assign each user an employee ID.
Update Account Parent (Company Record — Company Item)
Associates an account field with a parent account field to establish company hierarchy. For example, match a parent ID field in the import to the account table to assign each company a parent company. To configure this, create a two-column report containing the Company ID and Parent ID, export to CSV, and upload to the Autoloader SmartFolder.
Update Event/Transaction Parent Company (Company Record — Event or Transaction Item)
Associates an account field with a transaction or event field to establish a parent company for the transaction. If no parent match is found, select the action from the No Parent Matched Action dropdown:
- Reject Record — The record is not loaded into the system.
- Add as Orphan Record — The record is loaded but not attached to a parent company.
- Attach to Dummy Account — The record is loaded and attached to the company specified in the Default Parent ID field.
Update Parent Company (Contact Record)
Associates an account field with a user field to attach the user to the correct account.
Update Event/Transaction Parent User (Contact Record — Event or Transaction Item)
Associates a user field with a transaction field to establish a parent user for the transaction. The same No Parent Matched Action options apply as above.
Branch, Company, and Owner Custom Field Matching (UTA Record — Level 1)
Associates standard UTA fields with user and company fields to establish individual or organizational ownership.
Update Tracking Parent (UTA Record — Level 2 or Level 3)
Associates a Level 2 field with a Level 1 field, or a Level 3 field with a Level 1 field, to establish a parent-child relationship between UTA levels. The same No Parent Matched Action options apply as above.
File Preparation
The File Preparation feature allows data manipulation before the Autoloader loads data into the system. This feature is available only when the File Type is CSV, Text, or Fixed Length Text. It is not available for XML files.
Parent Record Match Field IDs
This section facilitates data manipulation before the Autoloader loads data into the system. It is available only when the File Type is XML.
History Tab
The History tab displays a log of all Autoloader runs. Available after February 2019.
# — Item number.
File — The filename processed. If the file has been deleted from the SmartFolder, the name is not displayed.
Uploaded By — The user who uploaded the file.
Start Time — When file processing began.
End Time — When file processing completed.
Added — Number of records added.
Updated — Number of records updated.
Failed — Number of records that failed to add or update.
Process ID — Unique identifier for the process run.
Status values:
- Processing — The file is currently being processed and is not yet complete.
- Completed — The file processed successfully.
- Interrupted — The process was terminated (for example, by a server restart).
- Data Problem — The file contains a data issue (for example, a number sign at the start of a column value — enclose values starting with # in double quotes).
- Connection Failed — The connection to the external data source failed.
- No file / download file failed — A connection was established but no file was found in the external data source folder.
- File problem — A general file error occurred.
- File failed pre-processing — The file failed the pre-processing step.
- Error processing file — An error occurred during processing.
- Wrong file type — The file type does not match the Autoloader configuration.