164 lines
13 KiB
Plaintext
164 lines
13 KiB
Plaintext
<%@ Control Language="C#" Inherits="BaseContentUserControls"%>
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<%@ Register Namespace="TeamLab.Controls" Assembly="__Code" TagPrefix="cc" %>
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<script runat="server">
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protected override void Init()
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{
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PageTitle = PageCaption = "Adding contacts in bulk";
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MetaKeyWords = "CRM, import contacts, add in bulk, CSV file, restrict access";
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MetaDescription = "CRM. Import several contacts at once from a CSV file.";
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var guides = new GuidesModel();
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guides.CaptionRelatedTips = "Related Tips & Tricks";
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guides.Title = "Importing from Other Sources";
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guides.TitleVideo = "Share your documents with colleagues";
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guides.RelatedTips = "Do you have some documents stored in other web-sources like Zoho, Google Docs or Box.net?";
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guides.LearnMore = "Learn more...";
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(Page as BasePage).Guides = guides;
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}
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</script>
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<div class="MainHelpCenter">
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<h1 class="subHeaderFeaturesCaption Guides_Video_Captions">Adding contacts in bulk</h1>
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<div class="keyword_block">
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<ul>
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<li><cc:LocalizeContent runat="Server" ControlName="~/Controls/Help/Tags/onlyoffice-crm/onlyoffice-crm.ascx" /></li>
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<li><cc:LocalizeContent runat="Server" ControlName="~/Controls/Help/Tags/add-contacts/add-contacts.ascx" /></li>
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<li><cc:LocalizeContent runat="Server" ControlName="~/Controls/Help/Tags/import-from-csv/import-from-csv.ascx" /></li>
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<li><cc:LocalizeContent runat="Server" ControlName="~/Controls/Help/Tags/restrict-access/restrict-access.ascx" /></li>
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<li><cc:LocalizeContent runat="Server" ControlName="~/Controls/Help/Tags/import-contacts/import-contacts.ascx" /></li>
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<li><cc:LocalizeContent runat="Server" ControlName="~/Controls/Help/Tags/add-company/add-company.ascx" /></li>
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<li><cc:LocalizeContent runat="Server" ControlName="~/Controls/Help/Tags/restrict-access-to-contacts/restrict-access-to-contacts.ascx" /></li>
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<li><cc:LocalizeContent runat="Server" ControlName="~/Controls/Help/Tags/contacts/contacts.ascx" /></li>
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</ul>
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</div>
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<div class="video_ground video_trips">
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<h2 id="introduction">Introduction</h2>
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<div class="block_of_step">
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<div class="screen_text">
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<p>Building a <b>customer database</b> is essential for getting started with your CRM system. The <b>Import contacts</b> feature will facilitate this process allowing you to add several contacts at once instead of entering them one by one manually.</p>
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<p>This guide will show you how to transfer your contacts from a CSV file to <b>CRM</b> and restrict access to them.</p>
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</div>
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</div>
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</div>
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<h2 id="step1"><span class="style_step">Step 1. </span>Prepare your CSV file for importing</h2>
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<div class="block_of_step">
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<div class="screen_text">
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<p>Before you start importing you need to prepare a CSV <em>(Comma Separated Values)</em> file.</p>
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<p>If you already have a CSV file containing the contact information make sure that it meets the following requirements for a correct data import:</p>
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<ul>
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<li>the first row is a header record containing column/field names. The required fields are: <b>First Name</b> and <b>Last Name</b> for importing persons, <b>Company Name</b> for companies.</li>
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<li>there is one contact record per row;</li>
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<li>there are no unnecessary commas in your file;</li>
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<li>the selected file contains less than 10000 rows, otherwise it should be divided into smaller parts.</li>
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</ul>
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<p>You can also create a CSV file from any spreadsheets using our <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-guides-documents-create-CSV-file.aspx")%>">Documents</a> module.</p>
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</div>
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</div>
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<h2 id="step2"><span class="style_step">Step 2. </span>Access the CRM</h2>
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<div class="block_of_step">
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<div class="screen_text">
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<p>Enter your <b>ONLYOFFICE</b> portal and click the <b>CRM</b> link.</p>
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</div>
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<div class="screen_block">
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<img alt="How to add contacts to CRM in bulk? Step 2" target="img2_eventcom_guides" class="screenphoto screen_guides" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/small/guide24/step1.png")%>" />
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<img alt="How to add contacts to CRM in bulk? Step 2" id="img2_eventcom_guides" class="bigphoto_screen" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/big/guide48/step1.png")%>" />
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<div target="img2_eventcom_guides" class="screenphoto magnifier"></div>
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</div>
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<div class="screen_text">
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<p>In case you have already logged in to the portal and been using it for some time, to access the <b>CRM</b> module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.</p>
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</div>
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</div>
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<h2 id="step3"><span class="style_step">Step 3.</span> Locate your CSV file</h2>
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<div class="block_of_step">
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<div class="screen_text">
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<p>Click the button next to the <b>Create New...</b> button in the upper left corner and select the <b>Import contacts</b> option from the drop-down list. The <b>Import Contacts</b> page will open.</p>
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<p>Click the <b>Select a CSV file</b> link. Browse your computer hard disk drive for the necessary file. Once the file is located click the <b>Open</b> button to load it into the system.</p>
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</div>
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<div class="screen_block">
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<img alt="How to add contacts to CRM in bulk? Step 3" target="img3_eventcom_guides" class="screenphoto screen_guides" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/small/guide37/step3.png")%>" />
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<img alt="How to add contacts to CRM in bulk? Step 3" id="img3_eventcom_guides" class="bigphoto_screen" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/big/guide37/step3.png")%>" />
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<div target="img3_eventcom_guides" class="screenphoto magnifier"></div>
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</div>
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<div class="screen_text">
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<p>The file will be loaded and displayed in place of the link. To replace it use the <b>Edit</b> link next to the file name.</p>
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</div>
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</div>
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<h2 id="step4"><span class="style_step">Step 4.</span> Configure the CSV file settings</h2>
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<div class="block_of_step">
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<div class="screen_text">
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<p>For proper importing you need to set your CSV file settings:</p>
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<ul>
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<li><b>Delimiter</b>
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<p>A <b>CSV</b> file uses commas to separate values, however many implementations of CSV import/export tools allow other delimiters to be used: <em>semicolon</em>, <em>colon</em>, <em>tabulation</em>, <em>space</em>. Use this drop-down list to select the character used to separate values in your CSV file.</p></li>
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<li><b>Encoding</b>
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<p>Specify the encoding type used while saving your CSV file. The default type is <b>UTF-8</b>.</p></li>
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<li><b>Text Delimiter</b>
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<p>Use this drop-down list to specify the character used to enclose the fields in your CSV file.</p>
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</li>
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</ul>
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<p>After that select the action which will be performed with the duplicate records in case there are some. Check the <b>Skip</b> option to import contacts keeping the existing contacts, use the <b>Overwrite</b> option if you wish to import them overwriting the existing ones or leave the default <b>Duplicate</b> option checked if you need to duplicate the coinciding contacts. You will be able to merge them later following the instructions <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-tipstricks-crm-duplicate-contacts.aspx")%>">here</a>.</p>
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<p>If your CSV file has a header row with the column titles make sure that the <b>Ignore the first row when importing</b> case is checked.</p>
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</div>
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<div class="screen_block">
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<img alt="How to add contacts to CRM in bulk? Step 4" target="img4_eventcom_guides" class="screenphoto screen_guides" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/small/guide37/step4.png")%>" />
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<img alt="How to add contacts to CRM in bulk? Step 4" id="img4_eventcom_guides" class="bigphoto_screen" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/big/guide37/step4.png")%>" />
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<div target="img4_eventcom_guides" class="screenphoto magnifier"></div>
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</div>
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</div>
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<h2 id="step5"><span class="style_step">Step 5.</span> Set a desired access level</h2>
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<div class="block_of_step">
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<div class="screen_text">
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<p>By default, the access to the imported contacts will be granted to the current user only.</p>
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<p>To assign managers to these contacts click the <b>Add user</b> link and select a person from the list. Use the filter field at the top to facilitate the search.</p>
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</div>
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<div class="screen_block">
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<img alt="How to add contacts to CRM in bulk? Step 5" target="img5_eventcom_guides" class="screenphoto screen_guides" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/small/guide37/step5.png")%>" />
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<img alt="How to add contacts to CRM in bulk? Step 5" id="img5_eventcom_guides" class="bigphoto_screen" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/big/guide37/step5.png")%>" />
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<div target="img5_eventcom_guides" class="screenphoto magnifier"></div>
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</div>
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<div class="screen_text">
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<p>To make these contacts public and grant access to all the CRM users, check the <b>Allow all CRM users access this contact</b> option.</p>
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<p>When the file is selected and all the parameters are set click the <b>Continue</b> button at the bottom to proceed to the next step.</p>
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</div>
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</div>
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<h2 id="step6"><span class="style_step">Step 6. </span>Verify the contact information and start importing</h2>
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<div class="block_of_step">
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<div class="screen_text">
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<p>Before importing your customer data you need to verify the available information. You will see the table with three columns:</p>
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<ul>
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<li><p><b>File column</b> - the first row of your CSV file containing the column/field names.</p></li>
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<li><p><b>Corresponding CRM field</b> - the CRM field corresponding to the field/column name from your file if there is one.</p>
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<p>If the system does not find any corresponding CRM field automatically, open the drop-down list and select the necessary one manually.</p></li>
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<li><p><b>Value</b> - the available file column value. To verify all the file information use the <b>Next record</b>/<b>Previous record</b> links at the top.</p></li>
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</ul>
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<p>To be able to import persons you need to match at least one column from your file with the <b>First Name</b> and another with the <b>Last Name</b> fields of the CRM. The same is for the company import, you will need to match the <b>Company Name</b> field to be able to import a company.</p>
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</div>
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<div class="screen_block">
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<img alt="How to add contacts to CRM in bulk? Step 6" target="img6_eventcom_guides" class="screenphoto screen_guides" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/small/guide37/step6.png")%>" />
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<img alt="How to add contacts to CRM in bulk? Step 6" id="img6_eventcom_guides" class="bigphoto_screen" src="<%=VirtualPathUtility.ToAbsolute("~/images/Help/Guides/big/guide37/step6.png")%>" />
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<div target="img6_eventcom_guides" class="screenphoto magnifier"></div>
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</div>
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<div class="screen_text">
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<p>After you check the customer data click the <b>Start importing contacts</b> button below the contact list to launch the process.</p>
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<p>That's all. All the selected contacts will be imported and displayed in the <b>Contacts</b> list. Do not forget to <a class="links" href="<%=VirtualPathUtility.ToAbsolute("~/userguides/groups-guides-crm-keep-contacts-up-to-date.aspx")%>">keep your contacts up-to-date</a>!</p>
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<div class="notehelp">
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The current version of <b>CRM</b> also allows you to import opportunities and cases stored in a .csv file. The import process is almost the same. Just click the button next to the <b>Create New...</b> button in the upper left corner and use the corresponding option from the drop-down list.
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</div>
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</div>
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</div>
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</div>
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