PRE-REQUSITES:

1. Dropdown: In case the field type is a drop-down, ensure all values under that specific column is already present in the Freshsales custom fields. If not, create the value before adding the account.
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:

    Last Name

    Competitors involved

    Laer Bloomington

    Tracton Inc; Hilvell Org; Boton Space Ltd

    Sarah Neruvisk

    Niller Co; Hilvell Org

Note: 
  • Multi-select fields are supported for both with and without overwrite import options
  • 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,

  1. In the Accounts list view page, click thebutton
  2. 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. 
  3. To replace the uploaded CSV/XLSX file, click Remove and start afresh.
  4. Once you've uploaded a CSV/XLSX file, choose one of three options

    • Create new accounts - 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 accounts (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 accounts (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:

    • Email

    • Freshsales ID

    • Name

    • Custom fields (of the type text and number)

  • 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.

  • Choose the format of the date fields in the CSV/XLSX file: You can choose between one of three options–

    • DD/MM/YYYY 

    • MM/DD/YYYY

    • YYYY/MM/DD


  • Click Next to map the Freshsales fields.



Note:

  •  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.

  • 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.

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.