There are two ways you can batch-update your Account Contacts:

  1. Using the Batch Edit screen
  2. Download an Excel document of your Account Contacts, make changes to this file, and then upload it to batch update contacts. Additionally, you can add new contacts using this method.

Using the Batch Edit Screen

The batch edit screen is a quick way to change the opt-in status for your Account Contacts.

1. Select your contacts

  • Click on the Accounts tab and then in the left-hand navigation, click on View Contacts
  • Click on the blue Batch Edit button on the left-hand side navigation
  • Select the Contact(s) you'd like to update using the checkboxes next to each account or using the Select All link

2. Select the opt-in status fields to be updated

  • In the yellow box titled "With selected contacts, update:", choose which field(s) should be updated using the drop-down menu for each (yes/no):
    • Primary Contact?
    • Receive Invoices?
    • Always CC when confirming an order?
    • Buyer?
    • Marketplace?
  • Click the Update button

Using an Excel Spreadsheet

Batch updating can involve 3 steps: exporting the contacts, changing the file, and uploading the changes.

If you upload contacts from a 3rd party source, you will skip the 1st step of exporting from Vinosmith.

1. Export the existing contacts:

  • Click on the Accounts tab and then in the left-hand navigation, click on View Contacts
  • On the next page, you should see a link for Export all as Contacts - which will download an Excel file that you can open in Excel

2. Make changes to the Excel file:

  • The first two columns in the file are for internal purposes, and you shouldn't modify them. You can make changes to all other columns except for Account Name, which is ignored and only there to make it easier to see the context of that row.

  • For the following columns:  Invoices Always CC?, Receive Emails Buyer? Primary? Marketplace?, these are yes/no fields. If not provided will default to no. Supported values are yes or no (case-sensitive.)

How to add a new Contact to an Existing Account

  • You can also add new contacts to an existing account by adding a new row to the file. You MUST retain the value of the Account ID (the first column) and specify a 0 in the Contact ID column. You can then fill out the other columns as needed. During import, these rows will be created as new contacts.

3. Upload your changes

  • Go back to the same View Contacts screen
  • Select Import Contacts
  • On the following page, review the instructions
  • Chose file to import
  • Select Account Identifier. If you exported your document from Vinosmith, the Account ID column will already be populated. If you are working on a document that's not from Vinosmith, then you will not have an Account ID to reference. In this case, you can ask Vinosmith to identify your Accounts by Name. The Account Name value in your Excel doc must 100% match the Account Name in Vinosmith for this to work. To activate this flow choose Account Identifier: Account Name during upload.
  • After processing, you will be presented with a screen that tells you how many contacts were created and updated and any errors that occurred during processing.