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Frequently Asked Questions aero-right Importing Data: from a file Records aero-right Importing Contacts or Leads

Importing Contacts or Leads

Importing Data: from a file Records Updated on May 9, 2019

Importing your contacts should come as a no-brainer, why else sign up for a CRM if it isn’t to manage your contacts from one central location. While the import is easy and fast, there are some things to consider when importing data into your CRM account.

Consider:

Making a new spreadsheet
While you probably already have a file with all your contacts and their data, it probably contains additional columns or blanks fields that could disrupt your import process. To avoid any delays create a new spreadsheet where you will copy and paste your data too. You’ll need to save the spreadsheet as a CSV.

Add data & Test
Before you import your whole list, add only a few contacts or sample data and run an import test. Running an import test will allow you to see if the data was formatted correctly.Download our Sample Data to test

Adding columns for each Field Type
Field Types are the headers the CRM will read such as Name, Last Name, Email Address, Address, Phone Number, etc.  
If you haven’t already mapped your CRM fields click here to learn how.

List Import

During the List Import process you will need to map your list fields.

In which the CRM will match your CSV/XLS file columns with CRM fields, so that your data gets to the right places in your new records.

You may find that some of your file column names are already matched  fields correctly such as First Name, Last Name, Email Address, Address, Phone Number, etc.

Double check all fields, as some fields could be missing. it’s important to match them to the CRM field names or the data will not appear in your new records.

You don’t have to match all the CRM fields, but Last Name is required for contacts or leads.

Now that you have the basics down it’s time to import your data!

Importing

    1. Log into your Benchmark CRM account.
    2. Click on the Menu Dashboard button and select Contacts or Leads.
    3. Once on the Contacts/Leads Dashboard, click on the Import button.

    4. Browse or Drag and drop the file you want to upload.
    5. If your list contains Organization records, check the Also create Organization record box.
      This option is only available for Contacts.
      Use the Advanced Settings options for the following scenarios.

      • If you are uploading contacts or leads for another CRM user.
      • Select whom to assign the contacts to.
      • Overwrite or Clone Duplicate Records. Select what to be done if there are duplicates.
      • Change Character Encoding
      • Assign an Auto Task
      • Change Date & Time Format
      • Assign a Tag
    6. Once done, select the Save & Next button.

      On the Mapping page, make sure that the organization field is mapped to the organization/company column in the file imported, if organizations are available. Organization names should match the import file and the CRM, otherwise duplicate organizations will be created.
    7. Click Next.
    8. Click on the Confirm button to confirm your contact import.

Import process might take some time depending on the number of columns and records in the file. You will get an email confirming the import status.

Note: If you selected the create Organization record box, there will be a new organization created if there is not one available in the account.

Click Here to learn more about Organizations.

If you have additional questions, please feel free to contact our support team via Email.

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