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>>

You can add more details to contacts that just their email address and name. This additional information can even be used later 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 contact details, go to CRM → Import Contacts and click Import new contacts.


[A] CHOOSE A FILE

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[A1] Import name – enter a name of the import. It makes it easier to find imports and their statistics later.

[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 field and select a file from your computer, then click the Upload.

If you upload a valid file, a green mark will appear 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 overlay will appear and show you the basics of using the panel.

[B1] Column from the file – a list of all available positions in the imported file. 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 you want the value to be imported:

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

[B3] Settings – you can make changes to mapping details by clicking 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. a value swimming would change into SWIMMING on the contact card)
  • change to lower case – the imported text will be in lower case  (e.g. a value sWiMming would change into swimming on the contact card)
  • change to CamelCase – the imported text will start every word with a capital letter (e.g. a value kate rejdych would 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 – use this feature to replace existing details with new details, even if the field is empty.

TIP: If you set a validation for emails and then import, only emails that passed validation will be imported.


[C] ADDITIONAL DETAILS

You can choose what data to import onto contact cards as a detail. You can change 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 here will be imported to the system and appear on the contact card.

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


[D] BASE SEGMENTATION

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

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[D1] Add tags to all imported contacts – the entered tags will be added to all imported contacts – both new and updated ones.

[D2] Add tags only to new contacts – the 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 to highlight new ones.

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

TIP: 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 – a separator is a sign or symbol used to separate tags from each other in one field.

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  • none – 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.

TIP: 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 – assigns the selected status only to new contacts.

[E2] Mark imported contacts as ‘invalid’ – marks email addresses a correct, but permanently excepted from receiving messages.

[E3] Restore imported contacts – restores imported and deleted contacts, and sets their status to ‘opt-in’.

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

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

To import contact status information (opt-in/opt-out) add this column to the imported file:

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  • The column must contain opt-in in its name (see: example above)
  • For contacts with an opt-in status, enter ‘true’ as a value.
  • For contacts with an opt-out status, enter ‘false’ as a value.

[E5] Send a detailed report to the account owner and the address in the CC field: sends an email with a report 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 you start the import, you will be redirected to the summary screen. The 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 could be imported because of wrong structure or limits set during the validation process.

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IMPORT STATISTICS

After the import is completed, you can see its statistics. To do so, go to CRM → Import Contacts, select your import and click Details.

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TIP: If the box is orange and the word DETAILS is invisible it means that the import is still in progress. Details become available after the import is completed.

IMPORT DETAILS

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

[2] Number of imported contacts – the number of contacts that were imported during this import.

[3] Number of updated contacts – the number of contacts that have been updated during this import.

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

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

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

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

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