Importing and exporting document delivery addresses can be used for:
Adding new document delivery addresses in bulk rather than entering them one by one.
Making bulk updates to document delivery addresses.
Exporting document delivery addresses for reporting or other purposes.
Each of the above purposes starts with exporting delivery addresses.
To export document delivery address data
Choose Tools, Company, Document Management, Customer Delivery Address (or Supplier Delivery Address, or Employee Delivery Address as needed).
Ensure that at least one address exists.
In the Delivery Address window, click on File, Export Addresses to XML file. The file name defaults to the module, for example, customers.xml.
Save the file to your preferred destination folder.
To open the file, refer to the next section, Creating the import file below.
Creating the import file
Open Microsoft Excel.
Click File, Open and browse to select the exported file as above. The Open XML pop-up window is displayed.
Select As an XML table then click OK. If a message is displayed about an XML Schema, allow Excel to create it.
The exported delivery addresses are displayed.
From this point how you proceed with the import file depends on what you want to do. It is necessary to note that any record in the import file will only be appended (added) to the document delivery address table. There is no way to edit a record other than manually. Therefore, follow the procedures below carefully.
Add new document delivery addresses
In the import file, for each new address, populate the fields in the XML table, use previous records as a guide for what each column represents:
Populate the customer/supplier/employee code and name, delivery method (e.g. email or fax) and address.
Specify the other values as required or with the default values, e.g. <Default Sender Name>. These can be copied from the exported addresses.
Remove the existing addresses from the import file / workbook so that they are not imported into Attaché again.
Click on File, Save As and select a name and destination folder for your import file. Save the file as type XML Data.
Continue on to Import delivery addresses below.
Bulk edit of document delivery addresses
In the import file, edit the document delivery addresses as required, you can edit:
all addresses for the module (Customer, Supplier or Employee) or,
addresses relating to a specific Document Type, and/or,
addresses relating to a specific Delivery Method.
Remove document delivery addresses from the file that will NOT be removed from Attaché at Step 6, to clarify:
If you are editing delivery addresses without filtering on the address type or method of delivery, then leave all delivery addresses in the file since all delivery addresses will be deleted at step 6 and will need to be replaced.
If you are editing a type or method of delivery or combination of both, so for example Invoices that will be Emailed, then leave all delivery addresses in the file that have the same Document Type and/or Delivery Method, but remove all other addresses from the file.
Click on File, Save As and select a name and destination folder for your import file. Save the file as type XML Data.
In Attaché, archive your data using File, Archive Current Company.
Once the dataset is archived go to Tools, Company, Document Management, Customer Delivery Address or Supplier Delivery Address or Employee Delivery Address as required.
In the AlexConnect Document Delivery Address Manager window select File, Delete All Addresses and delete the delivery addresses you want to edit. The deletion procedure allows deletion by:
Document Type and/or Delivery Method. For example, you could restrict your edit to Invoices that are to be Emailed.
Your import file should only have the replacement records for the addresses you are deleting.
Note that some of these records may not have been edited but will still need to be replaced.
Click Delete and note the number of records that were deleted. This number should match the number of records in your import file.
Continue on to Import delivery addresses below.
Import delivery addresses
Open the Attaché company that the Document Delivery Addresses need to be imported to and select File, Archive Current Company to create a backup of the company data.
When the archive is complete, choose Tools, Company, Document Management, Customer Delivery Address or Supplier Delivery Address or Employee Delivery Address as required.
Click on File, Import Addresses from XML File.
Click OK, then browse and select the file created earlier. The import will begin.
📌 Note: If any records are invalid or incomplete, they are not imported. You can view those records by browsing to the Rejected folder, which is created in the same location as the import file.