2. The Account name is a unique field. Multiple accounts with the same Account Name cannot be created.
3. No. of Employees column: Ensure that the exact number of employees are specified in this column. Avoid giving this data in the form of a range.
Supported file format: CSV and XLSX. Please convert all your files into a CSV or XLSX before attempting to import data using Freshsales.
There are 4 important things that you need to do to import accounts from a CSV or XLSX file. 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
1. Preparing your CSV/XLSX file:
- The email address of the user under the column “OWNER” should be the same as the one used during that specific user’s configuration. This would ensure correct mapping during import.
- The file size should not exceed 5 MB.
- Required columns: Ensure your .CSV/.XLSX has the required column, “NAME”(account name).
- If you need to create custom fields then create them before you begin the import.
- To map your column as a drop-down field (both default and custom drop-down fields), add the choices for that drop down before you begin the import.
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
|Note: If you also want to import the corresponding Parent accounts, the match is done by the Parent Account's name and not ID|
2. Importing the file:
Here's how you import accounts from your CSV/XLSX file,
- Go to Admin Settings > DATA IMPORT > Accounts Import
- In the Import Accounts overlay, click Upload your CSV/XLSX file and browse through the files on your device to choose the desired CSV/XLSX file.
- To replace the uploaded CSV/XLSX file, click Remove and start afresh.
Once you've uploaded a CSV/XLSX file, choose one of two options
Add as new records in Freshsales - This creates 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:
Note: All fields of type ‘Text field’ and ‘Number’ will be automatically detected and can be used for matching.
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/XLSX 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.
- Click Next to map the Freshsales fields.
3. Mapping columns of the CSV/XLSX to 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.
- 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 via 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 the 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.
4. Reasons for failure of data import.
Why did some of my data not get imported?
When importing accounts, 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.
- Drop-down 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.
- Checkbox column values: If you want to map one of the fields as a checkbox, it should only contain True or False. If not, the import for that column would remain blank and the process will move on.