Running the CRM Data Import Tool

You can easily import your data using the CRM Data Import tool. You can import bulk records of Company Accounts and Contacts as well as historical data, e.g. your past sales data and activities/events.

To import your data, in Settings / Data Management, go to Import Data. Click on ‘Choose File’ to select the data file you wish to import, then ‘Go’. If you need further help, you’ll also find a link to a Support Hub page with a video that will show you how.

Running the CRM Data Import Tool

How the Data Import Tool Works

The CRM data import tool runs in three phases:

Phase One simply checks that the data headers are valid and that each line has the requisite number of fields. It will give you matching options, based on the data in your csv file.

CRM Data Import Tool: Matching Data Fields

Phase Two then checks to see if you have a record limit on your account. If the import exceeds your limit, it will inform you.

CRM Data Import Tool: Duplicate Fields Matching

It then validates each field in each line, checking the format of numeric, date and True/False fields, that email addresses are valid or blank, and to see whether the data in fields that are driven by dropdown tables. Phase Two also checks whether that data is already in the database. It will report how many records match based on your selected matching options.

Errors are reported and if they exist the upload aborts.

Phase Three, the actual import, commences if no errors are found. Before importing the data the tool reports how many Accounts and Contacts match and provides the following options:

  • Update the matched Accounts and/or Contacts
  • Insert the unmatched Accounts and/or Contacts

CRM Data Import Tool: Import Data Summary

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

Creating New Records

When new records are created any fields that are not defined in the data file will be left blank, unless they are one of default Type, Owner and Country on the import page, in which case those values will be used.

Updating Records

When records are updated the data from non-blank fields in the data file will overwrite the existing data. If the field is not declared in the data file, or is blank, the existing data will not be overwritten. The values specified as default Type, Owner and Country on the upload page will not be used to update existing records.

Duplicate Records

When reporting duplicate records the module only compares the data in the data file to the existing database. Duplicates within the data file are not recognised until Phase 3, and will then be either applied or not as determined by the tick boxes on the upload page.

CSV Files

Microsoft Excel can be used for saving csv files, and will automatically add quotes around fields with commas in them. It’s best to view the file with a text editor like Notepad before uploading, to make sure that the format is correct.

Contacting Support

If you are the Administrator of your CRM system and you need help importing your data, please contact our Customer Support team. If you aren’t your CRM systems’ Administrator, please contact the Administrator in your organisation first.