The import tool lets you bulk upload contacts into Salpo CRM. It's packed with functionality so you can easily connect and update contacts with custom fields, contact details and more.
This import guide focuses on some advanced features. For beginners, please read the Contact Import (The Basics) first.
For this guide we will be using the spreadsheet below and will refer to it throughout.
Before you start...
- Clean your data!
We have tried to cater for as many different types of data as possible. However what we can't do is import data which is invalid. For example, if you have a telephone number in an email column or if a row on your spreadsheet has an empty name, the record will not be saved.
It's very important that you ensure your data is consistent and in the correct format.
We would also advise that you remove any duplicate records from your spreadsheet prior to import.
- Give your columns a name
The import becomes very difficult if you do not know which columns are which, so add a name to each column in your CSV.
- Save as a CSV file
Whatever spreadsheet software you use, there will be an option to save as a .csv file. The import can only accept this format.
- Custom Fields
Before you start the import, look at your columns in the spreadsheet and identify what is a standard field and what isn't (standard fields already exist in Salpo CRM and are the fields that contain contact details). In our example, address, telephone and email are standard fields. 'No. of employees' and 'Interested In' are not standard fields but need to be created as custom fields. So before we start, we need to create the custom fields in Salpo CRM to match these 'non standard fields'. Go to your control panel and add the custom fields. If a select field or multi-select field is required, you will need to check all values the spreadsheet column contains and add these as custom field options.
- Understanding types of contacts for the import tool.
In human terms (and in the context of the import) an object is an individual, organisation or connection. You can add an object on the right hand side in the import tool. If you have an individual and an organisation on the same row then you need to create an object for each and then connect the two - this shows as a connection between the individual and an organisation i.e. if a person works for a company.
- Future Searches
Once your data is in, how will you want to search it and what will you want to do with the search results?
This is sometimes difficult to think of before data is imported but it is important to understand, so you put the right information against the right contacts.
Think about the types of report you wish to run prior to import, this will help you establish whether your data is best placed against the Organisation or the individual.
Searches you perform later on will only produce results related to A contact - not the related contacts.
"You have an organisation, and individuals linked to that organisation using a works for connection. You want to run a search on businesses in an area and send someone who works for that business an email."
What we recommend...
For the case above we recommend creating a custom field in Salpo CRM perhaps called 'Email Marketing Address', then duplicating the email address column in your spreadsheet. When you carry out the import, create the new custom field against the company (see below to find out how to do this), and link it to the duplicated email address column.
This short term solution will mean when you search for businesses, the results will show the business details but also contain an email address of a contact who works there.
How you structure you relationships can be different based on who you sell to and what you sell. The example above would be a recommended way of managing your data if you want to search by business but get individual data results. This might differ if you sold to individuals only or if you wanted different individual data, such as freelancers or part-time staff.
So lets begin...
Uploading your CSV
Under the System link click Imports. Give the import a name and upload your CSV. If your data has a first row with column headers (like above) then leave the check box First row contains headers ticked.
Once you have loaded your CSV, the import screen will display your spreadsheet column headers on the left.
The first step is to decide how you want to connect the contacts. You can see in our example, column A contains individuals, and column B contains Organisations. We will want to connect the two, with the connection Works For. To do this, click on Add Object and select Organisation. Next, click on Add Object and select Individual. You will see a box for each object below.
We need to connect the two, so click on Add Object and choose the connection that best matches the relationship. For our example, we select Works For. This creates another object below. To connect the two objects, select Connect inside the organisation and move your mouse down and click inside the Employer (Organisation)' field - inside the Works For object. Repeat the process for the individual, this time connecting it to the 'Employee (Individual)' field.
You have now connected the individual and organisation.
If you think you might have duplicate contacts in your CSV, or the CSV might contain contacts in Salpo CRM, then you might want to merge the data. This is easy to do by selecting the Merge Duplicates check box inside each contact object. In our example, we select the Merge Duplicates inside the individual and organisation object.
**PLEASE NOTE - The merge function only identifies duplicates that have the same first and last name (individuals) or the same organisation name. Do not check this box if you have different contacts with the same name. We advise that you clean your data of duplicates prior to import.
Before you import, you will need to decide where the information should go. In our example we have one address, one phone number and one email, plus two custom fields. Should these go under the organisation or individual?
There are a few things to think about before you decide where to allocate your fields:
- How do you need to find these contacts later on? - If you want to filter your contact list to display individuals based on location and custom fields then it would be best to add the address and custom fields against the individual.
- Where should the information be displayed? - If you have information related to the individual then it's best to go under the individual rather than the organisation.
- If there are fields you would like to search on where both the individual and organisation should display, consider, duplicating the columns in your CSV first. Then map to both objects in the import.
For our example we are going to allocate the Telephone and Email fields to the individual and Address and the two custom fields to the organisation.
Click Add within the object you want to allocate the fields to. Select from the drop down a standard field, it will display within the object. Repeat the process for the standard fields. Next, add a custom field by selecting Add from within the object and select Custom Fields. A drop down will appear displaying the your saved custom fields. Choose one and select Save. Repeat the process until you have added all the fields.
We now have all of the fields in Salpo CRM down the right and the CSV columns down the left.
Next we need to map the correct CSV column to the matching Salpo CRM field.
Click on a CSV column and move your mouse to the right. You'll see a line following your mouse. Move over the matching Salpo CRM field and click once. The line is now connecting both the CSV column and the Salpo CRM field. Continue this process with all of the columns/fields.
Note - If you have fields you need to merge into one Salpo CRM field, or where you need to split a column in your CSV, then read the 'Advanced' section below.
Once all the fields have been connected, click the preview button. Salpo CRM will check the mappings and make sure there are no irregularities, e.g. invalid date fields or options in your CSV which do not match the options in your custom fields.
If Salpo CRM identifies any problems, it will highlight them in the preview page with a line and column number. Use these numbers to correct your CSV.
Once you have updated your CSV, save and re-upload it by clicking the Use Different File button. Select the updated CSV and clicking Upload and Preview. Alternatively you can go back to the mapping page and change the connections by clicking Reconfigure Mappings.
If you are happy with the preview and ready to import the CSV, select Process. The process will run in the background, meaning you can leave this page and continue to use Salpo CRM. You can check the progress of the update by visiting the import page. It will tell you the status of the import. If it is still processing, you can click on the view button and see the current progress.
If your column needs to be split, i.e. the example above has a name column containing both the first name and the last name. Salpo CRM needs the names split, so you can use the import splitting functionality.
Connect the name column and map it to the First Name column. Then click on the cog icon and select Partial Value. The delimiter for our example is a space. Then to choose just the first name, we add an index of 1. You will see from the preview window above that choosing index 1 highlights the first name. Select Update.
Next connect the name column on the left (which is already linked to First Name) to the Last Name field. Repeat the process with the delimiter but this time choose 2 for the index. You should see in the preview window above that this selects the second name.
Splitting Data to Multi-Option Custom Fields
The split field functionality can also be used when mapping to multi-select custom fields. In order to map the CSV values to the options in your multi-option custom field they need to be in one cell in your spreadsheet, separated by a delimiter.
For example, if you have a 'Sports Interested In' multi-option field, with 'Football', 'Rugby', 'Hockey' and 'Tennis' as options, then your spreadsheet should contain ONE column with the values comma separated (you can use any delimiter, but by default Salpo CRM uses commas). So one row/contact in the spreadsheet might have tennis,hockey as values.
Once you map the CSV field to the custom field in the import, use the settings icon (the cog) to choose the delimiter (the character used to separate the values in the CSV). You can also decide from within the settings if you want to map the options from the CSV directly to the custom field options or let the import match the values exactly (if there are values in the CSV which are not spelt the same as the options in the custom field, they will be ignored).
If you have fields which need to be combined such as address fields, then you will need to consolidate them into the Salpo CRM fields. To do this select the first address CSV column and connect it to the address field on the right. Then select the next address field and connect it to the same address field on the right. After you have connected the fields, hover over the line of the second connection and select the cog icon. You need to choose how you want to join the fields from the options Space, New Line or Custom. For our example we want New Line. Select Update.
Continue this process for every field you want to combine.
Note - combining an address automatically has the New Line option selected.
After your import has processed, it is import to review the placement of the data to ensure that the correct data has been mapped to the correct fields.
You can review your import by returning to imports screen and clicking the View All button next to the import name. This will take you to a list view of contacts from that import.
You can then remove those contacts should the data not be placed correctly.
Please note: Any contacts merged during an import cannot be removed, the data will remain merged and the contact may have to removed manually.