Please note: this feature is in Preview at the moment, which means we're still making a few tweaks here and there to make it even better. You may prefer to use the non-preview version here. In this initial version we've limited the fields that you can import into but we'll be expanding this to allow more options as we go!
Our new Data Import allows you to import Companies and Contacts in bulk from an Excel spreadsheet, helping you store all of your data in one place.
Step 1: Accessing the Data Importer
To access the Preview version of the Data Importer click here. Once in the Data Importer, you can view previous imports completed or start a new import by clicking the 'Start a new import' button.
Step 2: Download Import Template
Our data importer uses an Excel spreadsheet template to import your new Companies and Contacts in bulk. You'll first need to download the import template spreadsheet, then start populating it with your customer data. You can open the template in Excel to view it and add records for importing, but don't forget to remove the sample data first.
We've chosen a few select fields that you can import into, but we'll be expanding this to allow you to choose a custom set of fields in the near future! We highly recommend that you have a read of our Import Checklist guide here.
Once ready to import your data click the 'Next' button.
Step 3: Import Rules
This step is really important to get right. The Import Rules will determine how we de-dupe your newly imported data against the data that is already in your CRM.
Duplicate Contacts will be identified by matching their email address with Contacts already in the CRM. When a duplicate is found, the importer needs to know what action to take.
The default option of "Skip" will tell the importer to simply miss out the Contact and not create a duplicate Contact. Selecting "Duplicate", will mean the new Contact is still created, but to ensure that all Contacts in the CRM still have unique primary email addresses, this duplicate email address will be stored in the Additional Emails list instead of the Primary Email field.
Duplicate Divisions can be identified either by their Sales Ledger or a combination of their Company, Division and Postal/Zip Code. If a duplicate is detected, the existing record will be used for assigning new Contacts.
Once you've selected your preferred Import Rules, click the 'Next' button.
Step 4: Upload Import Spreadsheet for Validation
The next step is to upload your populated import spreadsheet for the data import to validate the data. You can do this by either dragging and dropping the file in the highlighted area, or by clicking 'Select your spreadsheet' to use your File Explorer on your PC.
If the Data Importer has found issues with your data, it'll highlight these after validating the spreadsheet. Please contact our Support team if there are any issues that you're struggling to resolve independently.
If everything is all OK with the data, you'll be able to click the 'Next' button.
Step 5: Data Import Uploads New Data
By clicking the 'Next' button earlier, it'll initiate the data import and you'll be shown a progress bar to see how much data has been imported. If you have lots of data within the spreadsheet, then this step may take some time to complete. Therefore, you may wish to leave the data import to run and come back to it later. Please note: you can close the data importer and it'll continue to run in the background!
Once complete, it'll let you know how many rows were successfully imported.
You'll then find all of your newly imported data within the CRM, like our new Company in the screenshot below; Smith's Apple Sauce & Co!