Supported file format: CSV or XLSX. Please convert all your files into .CSV or .XLSX format before attempting to import data using Freshsales.
There are 4 important things that you'd need to know about when you import leads from a .CSV/XLSX file. They are described in detail below:
1. Preparing your CSV/XLSX file
- Make sure that your CSV/XLSX file's header row has columns that can be mapped to the fields Last name.
For all accounts created on or before 28th June 2017, the Company Name is mandatory for conversion. For the new Garden and Estate accounts created after 28th June 2017, Company name is optional. A new Blossom or Sprout account user can contact our support team to make the Company Name optional.
- The file shouldn't be larger than 5MB.
- If you'd like to automatically assign leads to users in Freshsales, create a column with the email addresses of the users in Freshsales and map that column to the field Owner.
The email address must be the email address that the user uses to sign in to Freshsales.
- You'd need to create the custom fields before you begin the import for you to be able to map your columns with them.
If any field is a multi-select field, the values of the field should be separated by semicolon(;) in the CSV/XLSX file. Ex: Say the field, Competitors involved is a multi-select field. Competitor column in the CSV/XLSX should be:
Tracton Inc; Hilvell Org; Boton Space Ltd
Niller Co; Hilvell Org
- Last name must be mapped for the import to be complete. Your CSV/XLSX file must have columns for this field.
2. Importing the file
Once you've uploaded a CSV/XLSX file, choose one of two options
Add as new records in Freshsales- This turns all the data from the CSV/XLSX file as new records in Freshsales and does not look for duplicates.
Find duplicate records on the CSV/XLSX file and update records/skip import:
Identifies duplicates between the CSV/XLSX file and Freshsales records by matching them based on the following identifiers:
Additionally, all fields of type ‘Text field’ and ‘Number’ will be automatically detected and can be used for matching.
When Email is used as an Identifier:
The email field in the CSV/XLSX will be matched only with the primary email of Lead/Contact for finding duplicates. Secondary email addresses, if any, will not be considered.
The CSV/XLSX file will be matched with both Leads and Contacts to identify duplicates.
If you are importing multiple emails for a Lead or Contact through the CSV/XLSX file, the first email of the record will be matched as the identifier.
When a Phone number is used as an Identifier: Only if there is an exact match between the field value on the CSV/XLSX file and the stored record will the record be considered duplicate.
Example: if a record on Freshsales contains 9003241245 and the CSV/XLSX file has a record containing phone number as +1-9003241245, then the two records will not be considered duplicates
Skip import for all duplicate records:
You can opt to skip import for all duplicate records. This will prevent Freshsales from updating records that are already present on the CRM. You will also receive an import summary email with a CSV file containing all the skipped records.
Update all duplicate records:
- With Overwrite: Updates all the fields and overwrites the values present in the fields.
- Without overwrite: Updates only fields that are empty.
c. Choose the format of the date fields in the CSV/XLSX file: You can choose between one of three options–
d. Manage email subscriptions: Click the checkbox to subscribe your leads to emails. Make sure that your leads have consented to receive emails from your organization.
e. Map owner and add tags: Choose a user who will be assigned as an owner for all records that are unassigned i.e the owner field is left empty on the CSV/XLSX file. You can also add tags to all records imported as a part of this list.
- When you try to import a file with no data in the mandatory fields, your import will be unsuccessful. Pay attention to the list of mandatory fields for your account before your import the CSV file to ensure that all the mandatory fields are filled with relevant values.
- While mapping a contact/account to the Sales Owner, ensure that the CSV file has the email address of the sales owner in the column 'Sales owner' and NOT the name of sales owner. Adding the name will not map the sales owner to the record.
3. Mapping Fields
The Map Columns To Freshsales Fields overlay that you now see is exclusively for mapping the columns in your CSV/XLSX file with the fields available in Freshsales.
Mapping the fields is critical to the success of the import, so here’s a list of know-how to help you do it right.
- Freshsales offers 40 fields by default.
- If there are columns that you do not wish to import, you can skip those columns by simply not mapping them with any field.
- As fields get mapped, they become unavailable for mapping with another column (Fields are distinct).
- If you want to map a field that has already been mapped with a column to another column, you will have to remove that mapping. The field that is removed now becomes available for mapping with other columns.
- Lastly, make sure the field type matches with the type of value in the column. For example, if you’re trying to map the column Number of times contacted, you need to find a field that accepts numeric value viz the Number field. If you’ve mapped it to a field which is a text box, then the values for the column Number of times contacted will not be imported to Freshsales.
- After you’re done mapping the fields, hit Import.
4. Why did some of my data not get imported? (Reasons for failure of data import)
When importing leads, these are the possible reasons for the failure of data import:
- Invalid email address - If the email addresses in your CSV/XLSX file aren’t of the proper format (e.g: jamesampleton@sales , jeangrey.com)
- Unmapped Columns - Columns that aren’t mapped with any of the field in Freshsales.
- Improper Field Type - If the field type is different from the type of value in the column.
- Picklist Values - If you’re mapping a column with values for a picklist (such as Radio button/Checkbox/Drop down menu) with a field in Freshsales (also a picklist), you need to double check that the values in the column match with the choices of the field (picklist) in Freshsales.
For e.g : If you’ve got a column that has the values 1, 2, 3 for the Number of contacts attempted and want to map it to a radio button (field) in Freshsales, make sure that that radio button has 1, 2, 3 as the field’s choices.