Import existing data - Simply Support

If you have your data in .csv or .vcf format, you can import thousands of records instantly and effectively. Simply CRM supports importing data into different modules including Leads, Contacts, Organizations, Opportunities, etc.

1 Check List
2 Getting Started
3 Step 1: Select File
4 Step 2: Specify Format
5 Step 3: Duplicate Record Handling
6 Step 4: Map CRM Fields
7 Import Results
8 Notifications
9 Need more help with Simply CRM?

Check List

1.Mandatory Fields
Make sure your file addresses all mandatory fields. For instance, Last Name and Company fields are mandatory in Leads module. You cannot proceed with importing until or unless you have a value within these fields of your .csv file. If the value of mandatory fields is empty, they will be set to ‘????’.

2.File Size
Make sure the file to be imported do not exceed 5 MB size

3.Permissions
Admin users can disable import access to non-admin users from Profile level. If you can’t find the Import option, you should contact your Administrator to enable import permission for your profile

Getting Started

This tutorial will walk you through different steps involved in importing records into your Simply CRM account. The entire process is simple and straightforward.

Follow few simple steps to import data into simply CRM

Click [Module] tab. Eg: Leads, Contacts, etc
Click Actions > Import

Step 1: Select File

In the first step of importing process, you’ll need to browse and upload your import file from your machine.

Here’s how to select your.csv file

Click on the Choose File button, browse for desired file that is to be imported. Csv and vcf are the two file formats currently supported.

Step 2: Specify Format

In the second step of importing process, you’ll need to specify import file properties. The details of each property are explained below.

a. File Type : Simply supports two different file types namely: .csv and .vcf. Select the appropriate value from the File Type dropdown that describes the format of the file you’ve selected in Step:1. For instance, if you’ve uploaded .csv file, select .csv from File Type field.

b. Character Encoding : Make sure you select the right character set in which your import file has been encoded. You’ll need to select right encoding of the file irrespective of the file contents.

c. Delimiter : Simply CRM supports comma (,) and semicolon(;) as field delimiters. The fields in your .csv file are recognized only if they are separated with delimiters. More often, in a csv file, fields are separated with commas(,). To know more about delimiters, click here

d. Header : While importing, the header of your .csv file is compared with fields in Simply CRM. Having a header makes it easy for you to map fields. Click on Has Header checkbox if your file has a header. First row of your csv file is considered as a header. Please make sure that you uncheck the Has Header field if your file doesn’t have a header. To know more about headers, click here

Step 3: Duplicate Record Handling

This is an optional step and comes into play if you would enable the checkbox in Step-3 of the import process. This option will help you in tracing out duplicate records. You can also configure the actions to be performed on duplicate records: skip, overwrite and merge. And finally, select desired fields for duplicate lookup by moving fields from the list of Available Fields to Fields to be matched on by using the right and left arrows.

Following actions can be performed on duplicate records

Skip : After import, duplicate records are identified based on fields criteria. If your Simply CRM and .csv file have records in common, to avoid redundant data, duplicate records in .csv file are not imported into Simply CRM.

Overwrite :After import, duplicate records are identified based on fields criteria. If your Simply CRM and .csv file have records in common, to avoid redundant data, the records in .csv file are imported and replaced with records in Simply CRM.

Merge : After import, duplicate records are identified based on fields criteria. Merge, unlike overwrite and skip, checks for duplicate records first and then captures only useful information from your .csv file and updates it in your Simply CRM. Learn more

Here’s a sample image that depicts how all these properties work

Step 4: Map CRM Fields

In the final step of import process, you will need to map import file Header/Column to fields in simply CRM. Fields will be automatically mapped if your csv file’s header matches with simply CRM field label. Here’s a list of helpful tips before you get started.

You can provide default values for mapping fields which will be picked up in case if the value for any field in file will be empty.

Also, frequently used mappings can be saved and reused.

Saved mappings will be accessible across all users. You can delete the saved mappings by clicking on Trash icon.

After successfully mapping fields, click Import button.

Import Results

After successfully importing records into Simply CRM, the import results are displayed in tabular format

Import More

Lets you start all new import again

Last Imported Records

Displays records imported lately with the help of paging support.

Undo Last Import

Deletes all records that are created during the last import session. Reference records related to other modules will not be deleted.

Notifications

Import Scheduled!

If you have more than 1000 records in your file, your import will be scheduled on cron which is configured to run once in every 15 minutes. If you have configured your Outgoing Server and Email id properly, an email notification will be sent to you after successful import

Data Corruption Error

This error shows up when the import is interrupted for various reasons like crashing in between, or canceled by a user etc. This error indicates that the import table still has records to be imported into the system, but all the information related to the import (like mapping, default values, merge criteria) are all lost. So these records can no more be imported and the user needs to clear this data before starting any other import.

Import Locked Error

This error will be displayed if the import has been already been started on the same module by any other user in simply CRM. The details of the module, the user, and the time at which the Import has been locked is detailed within the error message itself.

Import Interrupted Error

If an Admin user is performing import and if a non-admin user tries to start an import on the same module, he will get to see the Import Locked error. If non-admin user is doing import, and Admin user attempts to import on the same module, same time, he can be able to see the status of the current import and he will even have powers to cancel the current import; Consequently, the Import Interrupted Error will be displayed to non-admin user.

Heads Up!

If you would start importing in one particular module, you cannot import records into the same or any other module in simply CRM.
If you would trigger import on a particular module, neither you nor any other user in simply CRM can import records into the same module. However, other users can import records into other modules in simply CRM.

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Anonymous User #1

150 days ago

Score 0

This import module is not function in simply 6, it display blank…

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