Importing contact details

With SALESmanago you can easily import contacts from contact files. Before you start, make sure you have the files prepared.

Learn how to prepare contact files>>

Remember, it is possible to add more details to contacts that just an email address and a name. Moreover, this additional information can then be saved as details or tags.

Imports are easy and quick to do, so if at any point you want to add, update or delete contact information, consider doing an import.

To import your data go to CRM -> Import Contacts > and press Import new contacts.


[A] CHOOSE A FILE

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[A1] Import name – enter a name of the import. It helps to identify your imports and find their statistics.

[A2] Drag a file or select a file from your computer – you can add files in two ways.

  • drag and drop files onto the appropriate field
  • click the appropriate field and select a file from your computer, then press the Upload button.

If a valid file is uploaded, a green mark appears over it (see: example)

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[B] BASIC DATA

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TIP: If you have difficulty using the interface of this panel, hover your mouse cursor over the “Sample Mapping” button.  An animated window will appear and show you the basics of using the panel.

[B1] Column from the file – here is a list of all available positions in the imported file in this section. Information used as basic data should be selected and dropped into the “Drag and drop a column” section.

[B2] Field on the contact card – choose a place on the contact card where information is to be imported:

  • email (important: required field),
  • name,
  • phone number,
  • fax,
  • day of birth,
  • street,
  • city,
  • postal code,
  • province,
  • country,
  • external ID,
  • position,
  • department.

[B3] Settings – it is possible to define mapping details by using the settings button next to them.

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Configuration:

  • don’t change anything – the imported text will look exactly as in the file.
  • change to UPPER CASE – the imported text will be in CAPITAL LETTERS (e.g. information in the file: ‘swimming’ will change into ‘SWIMMING’ on the contact card)
  • change to lower case – the imported text will be in lower case  (e.g. information in the file: sWiMming will change into ‘swimming’ on the contact card)
  • change to CamelCase – the imported text will start every word with a capital letter (e.g. information in the file: kate rejdych will change into ‘Kate Rejdych’ on the contact card)

Validation:

  • none – all information from the file will be imported
  • not empty – only contacts without an empty field will be imported. For example, if you choose ‘not empty validation’ for ‘phone’ only contacts with a phone number will be imported. Contacts without a phone number will not be imported.
  • email – imported information must be structured like an email address e.g. katarzyna.rejdych@salesmanago.pl
  • phone – imported information must be structured like a number (only numbers, spaces, hyphens, brackets, full stops and a plus at the beginning count as valid signs, phone numbers should have from 6 to 14 characters.)
  • other – you can choose characters which shouldn’t be imported or set regular expressions.

For existing contacts overwrite even if ‘value’ is empty – this feature allows you to delete the current information about a contact if the respective table cell by the same contact in the new base is empty.

IMPORTANT: Only emails with correct information (after setting validation) will be imported.


[C] ADDITIONAL DETAILS

You can choose what data will be imported as a detail onto contact cards. You can define the name of the detail, but its value will be the same as in the imported file.

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[C1] Change detail name – here you can change the name of an imported detail. A name entered in this place will be imported to the system and will appear on the contact card.

IMPORTANT: Only 16 details per one contact can be imported at once.


[D] BASE SEGMENTATION

Here you can add tags to all imported contacts, or choose a column from the file. Its data will be saved on the contact card as tags.

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[D1] Add tags to all imported contacts – entered tags will be added to all imported contacts.

[D2] Add tags only to new contacts – entered tags will be added only to new contacts. (New contacts are ones which have not been imported to the system yet) This function is useful in regular imports of contacts and can be used highlight new ones.

[D3] Column with tags – choose a column from the file with tags prepared for an import.

IMPORTANT: If you are preparing an import and there are two or more tags in one column, open Settings and check the option that allows adding multiple tags.

[D4] Separator settings – see below:

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  • none – it means there is no validation. All information from cells will be imported as a single tag e.g ‘swimming’ and ‘diving’ > tag: [swimming and diving]
  • “,” – tags will be separated with a comma e.g. ‘swimming’, ‘diving’ > tags: [swimming] [diving]
  • “;” – tags will be separated with a semicolon e.g. ‘swimming’; ‘diving’ > tags: [swimming] [diving]
  • other – in this field you can specify a separator of your choice.Tags will be separated with a separator of your choice.

IMPORTANT: Only 16 tags per contact can be imported at once.


[E] ADVANCED

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[E1] Contact status – choose which contact status should be assigned to all imported contacts. Learn more about contact status>>

  • Set only for new contacts – this option assigns a selected status only to new contacts.

[E2] Mark imported contacts as ‘invalid’ – this means that the email address is correct but no messages should be sent to this recipient (additional option – rarely used).

[E3] Restore imported contacts – this option restores imported and deleted contacts. It changes contact status to ‘opt-in’.

IMPORTANT: If you do not mark imported contacts to be restored, updated data such as tags will not be imported.

[E4] Change opt-in/opt-out status* – all contacts are imported with an opt-in status by default.

To import contacts with a correct status (opt-in/opt-out) an appropriate column should be added to the imported file.

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  • The column should have the opt-in string (see example above)
  • If the opt-in status has been assigned to a contact, write true in that column.
  • If the opt-out status has been assigned to a contact, write false in that column.

[E5] Send a detailed report to the account owner and the address in the CC field: – mark this option if you want to send a report with details about the import to the main user’s email address. The current user will receive a carbon copy.

[E6] Import contacts – click the button to import contacts. Before you do, verify if all fields have been filled in correctly.


[F] SUMMARY OF THE IMPORT

After pressing the Import contacts button you will be redirected to the summary screen. There import will begin and can not be interrupted or stopped.

The number of invalid email addresses in the file represents the number of contacts which cannot be imported because of wrong structure or limits set during the validation process. After the import is finished, you can display import details.

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IMPORT STATISTICS

After the import is completed, you can choose to display import statistics. To do so, go to CRM > Import Contacts > choose your import and click Details.

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IMPORTANT: If the box is orange and the word DETAILS is invisible it means that the import is still in progress. Only after the import is completed seeing the details will be possible.

IMPORT DETAILS

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[1] Records found – this is the number of contacts found in the imported file.

[2] Number of imported contacts – this is the number of imported emails.

[3] Number of updated contacts – this is the number of emails which existed in the database and have been updated.

[4] Number of invalid contacts – this is the number of emails which have not been imported because of wrong structure or failed validation.

[5] Number of duplicate contacts in the file – this is the number of duplicate emails in the file.

[6] Assigned tags to all imported contacts – This is a list of tags assigned to all imported contacts.

[7] Assigned tags only to new contacts – this is a list of tags assigned only to new contacts. (contacts which did not exist in the file before the import).

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