Importing Contacts/Companies

Admin Super Users can upload data into the CRM from a .CSV file using a template.

Before uploading data, it is recommended that it is cleansed for duplicates and incorrect information. The CRM has features to try and aid duplicate management which can be set when you are uploading the information.

It is always advisable to take a Backup of the system before doing an import and to import whilst no one is working within the CRM.

Fig.1

Fig.2

Click the Settings icon, click 'Settings', click 'Backup/Restore/Reset CRM', click 'Backup CRM'. Fig.1 & Fig.2

Click the Settings icon, click 'Settings', click 'Import Data', within the text is a link to the .CSV template to put your data in. Fig.3  When your data is ready, click 'Choose File' and select your data .CSV and click 'Upload CSV'. 

Fig.3

This page confirms the number of records you are uploading and details the rules for duplicate information from the uploaded data and your current CRM data. You can choose up to three items to compare for your data to either update and merge the information or to skip the information. Fig.4

You will need to define GDPR reasons as applicable.

The Domain field is to create altogether the accounts for those that hold the data. Enter the domain name to setup new users, otherwise input @yapcrm.com. The CRM indicates how long it thinks it will take to upload all the data.

Click 'Import Data' - just once. 

Fig.4

The CRM will show a page with the outcomes of each record, you can view any companies or contacts that were skipped or merged by clicking 'View'. Fig.5 The person importing will receive an email of this page too.

Any that were skipped were due to the rules set. You can review this data and your CRM and manually enter if required.

Fig.5

The records will now be available under Search. If there were account names then they would be allocated to those accounts, otherwise they will be allocated to the person who uploaded them. Use the Admin tools to reallocate them to House or other accounts. 

The imported are automatically grouped together and can be identified by the Groups search. Fig.6

Fig.6