CRM: Importing Contacts

Alternatively to adding your Contacts manually, or having them self-register, you can choose to add them in-bulk via CSV file import. To do this, simply navigate to CRM-->Contacts-->Import Contacts, and click the "Upload" button to select your CSV file you would like to import. 

DOWNLOAD: Sample CSV Import File

TIP: If you have added Custom Fields to your account and you want to do an import that includes data for those custom fields, then the best way to get started it to do an export from your CRM Contacts list. That CSV will have the appropriate column headers for all of your existing Custom Fields, and you can use that CSV as a template to build your import CSV.

Once the file is uploaded, you will be taken to a page where you will be able to associate the various columns in your CSV with fields in your SuiteDash account.

On this page, the existing fields in your SuiteDash account will be listed in the left column, with dropdown boxes on the right. Simply use the dropdowns to select the desired column headers that match up with the corresponding existing fields on the left. For example, for the "First Name" row, you would want to use the dropdown on that row to select the column header that matches the column from your CSV where you placed the Contact's first name data.

When you've mapped all the necessary fields you will have some additional Import Options presented to you before you initiate the action by clicking Import.

Import Options

If you check the 'Send welcome emails after Import?' option, all Prospects/Clients that are imported will immediately receive their welcome email. If you leave it unchecked, then they will all be given a 'Not Invited' status, which means they will not receive a welcome email until it is manually triggered by you. MORE INFO

PRO TIPS: When building your CSV file for import, you will want to keep a few things in mind

1) If you want to assign Contacts to Companies during import, the Company will need to already exist in your account (Companies are not automatically created during Contact import). Additionally, the Company name in the CSV will need to match the existing Company name in your account exactly. That means if the Company name has capitalization, punctuation, or spacing, that should be carried over precisely to your Company column of your CSV. The Company name as it appears in the "Name" column of the table at CRM-->Companies is what will be used to match and assign Contacts during import.

2) If assigning Contacts to Event Templates or Email Marketing Lists during import, you will want to be sure to use the numerical "ID" of these items in your CSV. The ID numbers of Event Templates and Email Marketing Lists can easily be found in the "ID" column of the tables at CRM-->Events-->Event Templates and Marketing-->Lists respectively. You will want to enter only the numerical ID of the desired Template and/or List in your CSV, not the Name. Please see the example CSV attached to this post for an example.

In addition to matching existing fields with your CSV fields, you also have the option to create new Custom Fields using the "Add Custom Field" button. This will bring up a form that will allow you to quickly create a new Custom Field related to CRM Contacts, in case you included a field in your CSV that you had not yet created in your SuiteDash Custom Fields up to this point.

You can check the "Send welcome emails after import?" checkbox if you would like these Contacts to have their automatic welcome email sent to them once import is complete.

If you check the "Update existing Contacts if included in import?" checkbox, this will allow you to update the data of existing CRM Contacts via CSV import. With this box checked, any rows in the CSV that match up with existing Contacts in your CRM (by having the same email address) will automatically be marked as "existing", and those CSV rows will not be imported as new Contacts. Instead, the existing Contact's data will be overwritten by the data from the CSV. This feature is useful if you have a database of existing Contacts in your SuiteDash CRM, and you would like to update their information "in bulk", instead of needing to edit/update each Contact individually.

Once you have all of your fields matched up, and your desired settings checked, you can click the "Import" button to import the CSV file. If it is a smaller file, it will be automatically imported, and you will see a success message. If the file is larger, you will see a message saying that the import has been queued, and it will be imported shortly (usually in just a few minutes). 

Import Logs: Understanding any errors

In the event of any issues, the system will import any rows that it can successfully, and omit any problem entries. You can view the status of any imports (pending and successful), as well as view specific errors related to problem imports, from the menu at CRM-->Contacts-->Import Logs.

DOWNLOAD: Sample CSV Import File

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