Salpo CRM has an contact import tool so you can upload large numbers of contacts from a spreadsheet (.csv file). For a successful first time import it is vital that you prepare your data before it is imported.
This article focuses on the basics. For more advanced functionality, please read the Contact Import (Advanced) document.
Preparing your data
Follow these steps to prepare your data for import
- Your data should be in a .csv format.
- Each column should have a header that describes the contents of the column (e.g. name, email address etc).
- Ensure all the data is correctly placed under the appropriate column header. Data in incorrect columns may be imported into incorrect fields or may not be imported at all.
- If you wish data columns to be mapped against different objects (e.g. address to be mapped against both organisation and individual), duplicate the columns in the CSV before you begin the import process.
- In the future, if you want to search for businesses and export email addresses associated with people who work at those businesses, then we recommend duplicating the email column in your spreadsheet, creating a custom field in Salpo CRM and when mapping the import out, create the custom field against the business and link the duplicate email column to it.
- If your spreadsheet has columns containing custom data, create the corresponding custom field before starting the import. You can find out how to set up custom fields in our Quick Start Guide
** Custom field data in your CSV must be in the same format as the custom field in Salpo CRM (i.e. date formats 01/01/2001 must match).
Uploading your data
You will find the contact import link under the Add Contact menu on the Contacts list view page.
- Before you upload your new file, it is required that you give your import a name.
- Click the Choose File button and select the file from your computer.
- If the first row of your import contains the headers - Keep "First row contains headers" box checked.
- Click the Add Import button to start your import.
- When your data has uploaded, you will be taken to the mappings screen. This is where you can link your import data to fields within Salpo CRM.
Configure your import
Next is to link the columns from your spreadsheet to the relevant fields in Salpo CRM. This process is called mapping.
- Once the CSV file has uploaded, you will see the CSV column headings displayed on the left hand side of the screen.
- On the right hand side - add the fields required for your data in Salpo CRM. Click the green Add Object button to create a new organisation and/or individual.
- Click the green Add button within the object to select which field to add e.g. phone, email or custom field.
- Click on a CSV column heading and a line will appear, use your mouse to connect the line to the corresponding field and the mapping will be made.
- If you make an incorrect mapping, remove it by hovering over the line, click on the Bin icon to remove the mapping.
- If you need to split your CSV column, select the cog icon on the mapping line. You can choose to Use Entire Value which imports the data as it is or you can Use Partial Value where you can select which part of the data you wish to import. Enter the delimiter and choose index number of the data you wish to be entered and click Update.
- If you need to merge CSV columns, map the first column to the Salpo CRM field, then map the second column to the same Salpo CRM field. Select the cog icon on the second in and choose how you want to merge the two fields. Select Update to save the merge.
- Within each object check the Merge Duplications option if you wish to merge contacts with the same name into a single record. This is useful if you have a number of contacts who work for one organisation, where the organisation name is repeated in several instances in the data.
- Add connections. If you have an organisation and an individual on the same row in your CSV, then you will want to create a connection that binds the two objects together. See 'Configure connections' below for more information.
- Click Preview to review the import
Salpo CRM gives you the ability to create connections between your contacts. For example you can create connections between organisations and individuals to show employer/employee relationships.
- Works for - create employer/employee status.
- Division of - create a hierarchy level within an organisation (parent/child).
- Manages - create a relationship between two individual contacts.
- Click the green Add Object button on the right hand side of the page.
- Select the type of connection you wish to link. A connection object box will appear below your contact objects on the right.
- Click the Connect button at the top of the object (individual or organisation), a line will appear.
- Connect the line to the relevant field within the connection object.
- Do the same for the other contacts.
The Import Preview
The import preview allows you to see errors that would prevent your data from being uploaded. The preview page identifies the row number and column header of the cell in the CSV file that contains the error. This allows users to go back and amend the data or select a different file for upload.
The list of errors can be exported to assist with managing the CSV file and taking any actions within the file to correct the errors. The option to export is available within the Preview screen.
Users can proceed with loading the data even though errors have been identified. Cell values identified to contain an error will be ignored but the remaining values in the row will import as expected. If there is an error in a mandatory field such as an Individual or Organization name or a custom field marked as required in the Control Panel, the entire row will not import.
Once the import data has been previewed and amended, click the green 'Process' button. This will begin the import process into the CRM system.
While waiting for the import to complete, users are directed back to the import screen which displays the status of the import as 'Pending' or 'Complete.'
Note: The import may take time to complete depending on the number of contacts in your CSV. You may continue to work while the import is running in the background. Return to the import screen to check the status of the import. When the status shows as 'Complete,' your import is finished.