If you are migrating from another CRM to Salesmate. We have eased this transition by providing you with an easy, click to go Import feature.
It allows you importing data from .xls, .xlsx, .csv or .vcf. Usually, all systems give the facility to export data in .xls or .csv. Thus import becomes a handy tool to get the data quickly into Salesmate.
Not just contacts or companies, we allow you to import your deals too. Making it a quick migration for your Sales teams to get accustomed to a new system.
Note: Create custom fields prior to import if you require any additional fields.
A. Follow the below steps to jump start with importing data into Salesmate:
- Decide, what you want to import?
- Do you want to import contacts?
- Do you want to import contacts and companies?
- Do you want to import open deals and related contact and companies all in one go?
- Do you want to import deals for the existing contacts?
- Create missing fields in Salesmate (custom fields)
- After you have decided on what you want to import check what's missing in Salesmate to get your get all your data inside Salesmate
- Create custom fields for the missing fields in Salesmate. Click here to learn how to create custom fields
- Prepare the file
- Once your fields are in, get your file ready for import
- Avoid using spreadsheets with formulas or linked data
- Simply copy them to a fresh file (Paste Special > Values & Number Formatting )
- Choose 1. What happens to the duplicate records? 2. Who owns them?
- Map the fields in your file to related Salesmate fields
- Confirm Mapping
- Start Import
- Verify your records in the Import Summary
- The Import Summary is divided into three tabs:
- Records Created: Successfully imported records
- Records Updated: Records that have been updated as per the chosen duplicate option
- Records Ignored: Problematic records which had incorrect values or any other errors.
- The errors are listed in the last column of the Records ignored tab.
- You can download the Rejected records correct them and reimport your sheet.
B. Import Do's and Don'ts:
- You can import at max 1500 Contacts at a time. If you have more Contacts then you will require to break your file into multiple smaller files and then perform the import.
- File should not be more than 5MB.
- First row of the given file will be treated as field names.
- Fields marked compulsory in the system should exist for the import to proceed.
- Specify owner email address in Owner column of the file to be imported in the case of Owner other than selected user.
- Duplicate check will be performed on email or phone number.
- Unexpected errors may occur if XLS file do have any special styles, combos filters or images
- Date-Time Format entered in the sheet should be same as MMM DD, YYYY hh: mm A
- Description field only supports 2000 characters.
Tip: To make it quick and error free, we suggest you import a small set of sample data, before importing your actual data. You can also use the sample .csv file to test your import.
C. How can I undo an import?
- Salesmate does not allow reverting an import.
- However, you can filter your data based on the "Created At" field i.e. Date of Creation
- Select these records and delete
- Re-import the fresh data.
D. Fields to Import
Following are the recommended fields to create your records:
Name*: Contact Full Name | Example: Noel Rebello
Mobile: Contact Mobile Number | Example: +1-704-208-4338
Email: Contact Email Address | Example: email@example.com ( Specify this field to avoid duplicates in the system )
Company: Related Company Name | Example: ABC, Inc ( i.e. Noel Rebello works for the company ABC, Inc )
Designation: Contact Title / Designation | Example: Painter
Name*: Company Name | Example: ABC, Inc
Website: Company Website | Example: www.abcinc.com
Phone: Company Phone | Example: +1-973-626-3416 ( Specify this field to avoid duplicates in the system )
Title*: Deal Title | Example: Website Desgin for ABC Inc
Contact*: Related Contact Name | Example: Noel Rebello
Company: Related Company Name | Example: ABC Inc ( If a Contact is associated with any company that company will also be associated with this deal )
Value: Deal Amount | Example: 20,000 ( Decimal Value - If not entered it will be treated as a 0 value deal )
Currency: Currency in which the deal amount is | Example: USD ( Default - Currency will be your organization currency )
Pipeline: Pipeline in which your Deal is to be added | Example: Sales or Marketing or Onboarding (If not entered the first pipeline in the pipeline setup will be attached to the deal)
Stage: Pipeline Stage in which your deal is currently | Example: Qualified or Contact Made ( If not entered the first stage of the associated pipeline will be attached to the deal)
Source: To track where your deals are coming from | Example: Ads or Event or Website
Priority: To prioritize your deals | Example: Hot or Warm or Cold
Status: To identify whether the deal is closed or not | Example: Open or Won or Lost
In case you wish to store add more information related to a record you can also use the below fields:
Description: Detailed Information about the record up to 2000 words.
Tags: Unique entity to identify the record