CRM Data Import

Please note, changes to the import data tool have been made since recording this video. An updated video will be available shortly.

CRM Data Import Tool

You can easily import your data using the CRM Data Import Tool. The CRM Data Import Tool allows you to update existing or upload new AccountsContactsTasksActivities, Cases, CampaignsOpportunities & Opportunity Lines records into your CRM system. It also has sophisticated deduping options, including soft-matching on Account names and on Account Post/Zip Code combinations.

You can either import your data using a CSV file in the native Really Simple Systems format, or the import tool can look to detect your type of data and offer matching options for you.

Preparing Your Data

You can import bulk records of Company Accounts and Contacts as well as historical data, e.g. your past sales data and activities/events. If you have data fields that do not match the standard fields in your CRM you can add Custom Fields.

We recommend editing/cleaning your data file before the import. Check your data is consistently appearing in the correct columns so they can be mapped to the correct CRM field.

Example data import file:

Example CSV import data

 

General Rules of Data Import

All data is validated when input, whether typed in or uploaded from a data file. It is common to get data rejected by Really Simple Systems CRM for one of the following reasons:

  • No Account Name (you just have Contact details without the Company Account name that they work for)
  • Invalid email address

If your data is rejected, check it over and try again.

Running the CRM Data Import Tool

To import your data, navigate to Settings, then Data Management, and go to Import Data.

First, you must set your Default Fields. Some fields in the CRM are mandatory. If you are importing new records, you will need to set default values. Your default selection will automatically fill in the mandatory fields if your data import does not include the information required.

Set your default data fields

Select your Data File

Second, upload your data file into the CRM system by dragging and dropping it into, or clicking on, the grey box.

Choose your data file to import

Map your Data Fields

Once you have uploaded your data file, you will be brought to a new page where you confirm how your data matches with existing CRM fields, or any custom fields you hav added.

The CRM will attempt to automatically match your data using the data headers in your upload file. If you want to change the field your data maps to, simply click the dropdowns in the “Match Field” column. If there is any data included you don’t wish to import, click “Don’t import”.

Match your data with CRM fields

When you are happy with how your data and CRM fields match, click “NEXT”.

Duplicate Data Records

During the import, the CRM will automatically search for duplicate data between your file and the existing data in your CRM system. Use the presented dropdown options to select how the CRM will identify duplicate information.

When reporting duplicate records the tool only compares the data in the data file to the existing CRM database. Duplicates within the data file are not recognised until the import preview, and will then be either applied or not as determined by the tick boxes on the page.

Duplicate data review

Multi-Line Custom Fields

If you have Multi-Line Custom Fields set up in your CRM system you will also see an option for updating your Multi-Line records.

Append multi-line values with imported data

Click the tick the box if you want your imported data to append your Multi-Line records.

Press “NEXT”

Data Preview

The CRM will now review your data and present you with an import preview. The preview will display the number of new records and/or updated records which will be imported.

Preview your data import

If you are happy with the data in your import preview, click the tick boxes to confirm the data is to be inserted into the CRM system and press “IMPORT”.

The CRM will now import your data and confirm completion.

Finished importing your data

Press “FINISH” and your data import is now complete.

Incomplete Imports

If you have previously started a data import but didn’t complete the process, you will see an “Incomplete Import” section when you go to start a new data import. You can either continue your previous import or delete it.

Incomplete data import found

Contacting Support

Should you have any problems importing your data, our support team will be happy to help. You can email your data file to support@reallysimplesystems.com and we’ll run the data import for you.