Keeping your CRM data as accurate as possible is really important. Using our 'Update via Excel' tool, you can quickly update your Contact and Company information in bulk, rather than individually, line by line. For example, you may re-allocate your customer accounts within your Sales team. Using the 'Update via Excel' tool, you can bulk update the Account Manager field on your Company records accordingly.
Step 1: Open a Company or Contact Report
To access the 'Update via Excel' tool, navigate to a Company or Contact Report within the CRM. If you need to bulk update Contact fields, navigate to a Contact Report, but if you need to update fields located at Company level, navigate to a Company Report instead.
Our People & Places page contain both Company and Contact Reports if you're struggling to find the right Report to use.
You can then apply the relevant filters to get the right list of Contacts or Companies you wish to bulk update.
Once you've applied your filters, click the further options button (three dots) and select 'Update via Excel' from the drop-down menu.
Step 2: Choose which Fields to Update
You'll now need to choose which fields you'd like to update in order to download the Excel template. In this example, we'll update the Account Manager field.
Once you've selected the fields you wish to update, click the 'Download Records' button.
Please note: You can also bulk update Companies using Sales Ledger ID instead of Company ID. By selecting 'Sales Ledger ID' in the checklist, the system will use this to find the Company to bulk update if a Sales Ledger ID has been entered.
Step 3: Update Data in Excel Spreadsheet
An Excel spreadsheet will automatically download and contains a column for the Company ID or Contact ID depending on what you're updating. The spreadsheet will also include columns for the data that you'll be updating (based on the fields you ticked on earlier). In this example, we have a column for the Account Manager field. Simply update the fields as required within the Excel spreadsheet.
Please note: don't change the columns and their headers, otherwise the bulk update will fail.
Once you've finished updating the spreadsheet click the 'Next' button.
Step 4: Upload Spreadsheet & Validate Data
Now you'll need to upload your spreadsheet file that contains the updates by either clicking 'Select your spreadsheet' or by dragging and dropping the file into the highlighted area of the CRM as shown in the screenshot below.
Once you've uploaded the file, the tool will validate the data and will flag any errors. If the data is OK, you'll be able to click the 'Next' button.
Step 5: Import Completes
The spreadsheet will then be uploaded to the CRM and will be used to complete the bulk updates. The import will show you how many rows have been completed so far. If you have lots of data to update, this may take a while, so feel free to close the import tool and it'll continue to run in the background.