|Pre-requisites for import -
Make sure that
1. User is configured in Freshsales with the same email address as you have provided in the CSV/XLSX file. This is important to correctly associate to the owner field to users.
2. Owner column in your CSV should have a valid email address of users present in Freshsales.
3. Custom fields are created. You will not be able to map the columns if corresponding custom fields are not present.
4. Choices are added in drop-down fields which are present in CSV/XLSX file.
5. Required Field values are present in the CSV/XLSX file. Default required fields are Deal name, Deal Value and Account Name. Make sure custom required fields are also present in your CSV/XLSX.
6. Related Contacts column should have email id of the contact to be associated. Having multiple email ids separated by semicolon(;) in the Related Contacts column will associate the deal with multiple related contacts.
7. Account Name column should have the exact name of the account for the association to happen.
8. Pipelines with corresponding stages are created in Freshsales. If custom pipelines are not created, all deals will get added to the default pipeline.
Supported file format: .CSV/XLSX. Please convert all your files into a .CSV before attempting to import data using Freshsales.
There are 4 important things that you'd need to know about when you import deals from a .CSV /XLSXfile. They are described in detail below:
1. Preparing your CSV/XLSX file
2. Importing the file
3. Mapping fields
4. Reasons for failure of data import
Preparing your CSV/XLSX file
- Make sure that your file's header row has columns that can be mapped to the default fields Deal name, Deal value and all required custom fields configured.
- If you'd like to automatically assign deals to users in Freshsales, create a column with the email addresses of the users in Freshsales and map that column to the field Owner.
- You'd need to create the custom fields before you begin the import for you to be able to map your columns with them.
You need to create choices in drop-down fields (both default and custom drop-down fields) before you begin the import.
- If you have deals belonging to multiple pipelines, create columns for Pipeline and Deal Stage and map them to the fields Deal Pipeline and Deal stage.
- If you want to associate a contact while importing a deal, create a column in CSV/XLSX with email id of the contact and map that column with the field Related Contacts. For associating a deal with multiple contacts, separate the email ids of the contacts by semicolon(;) in the CSV/XLSX file.
- 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:Last NameCompetitors involvedLaer BloomingtonTracton Inc; Hilvell Org; Boton Space LtdSarah NeruviskNiller Co; Hilvell Org
Multi-select fields are supported for both with and without overwrite import options.
Importing the file
Here's how you import deals from your CSV/XLSX file,
- Go to the Deals section, click theicon and select Import Deals. This brings up the Import Deals overlay.
In the Import Deals overlay, click Upload your CSV/XLSX file and browse through the files on your device to choose the desired CSV/XLSX file.
If you'd like to replace the uploaded CSV/XLSX file, click Remove and start afresh.
Once you've uploaded a CSV/XLSX file, choose one of three options
Create new deals - This creates all the data from the CSV/XLSX file as new records in Freshsales and does not look for duplicates.
Create new and update existing deals (without overwrite):
Identifies matching records between the CSV/XLSX file and records in Freshsales and updates only the fields that are empty.
Create new and update existing deals (with overwrite): Identifies matching records between the CSV/XLSX file and records in Freshsales and overwrites the values present in the field.
Duplicates are matched based on the following identifiers:
Custom fields (of the type text and number)
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.
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.
- 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 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.
- Once the import is done, you will receive a confirmation email with an import log of successful and errored record logs.
You can find reasons for the failure of import mentioned in the errored record logs. Fix the errors in the file and re-upload to CSV/XLSX file to import the missed out records.
Why did some of my data not get imported?
When importing deals, 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 fields in Freshsales.
- Improper Field Type - If the field type is different from the type of value in the column.
- Dropdown 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 pick list), 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.
Admins can set limits for users on how many records they can import and update for the day.
Note: Import limit can be set only for Lead/Contact/Account/Deal modules and not custom modules
To configure this,
Go to Admin Settings > Roles > Choose a role (say Sales User)
Under Permissions > Actions, set the limit for creating and updating records during import
Sales users will be presented with a note during import that informs them not to exceed the import limit set by the admin
Clicking on the information symbol would fetch more details regarding the import
Sales users will be presented with a warning message on exceeding import limits. The import functionality will also be disabled for that day.
If the sales user tries to exceed the import limit, an error message will be thrown and records will not be created.
The import history page that you would land on after every import gives you insights into the records that were imported and skipped.