Adding contacts in bulk

Introduction

Building a customer database is essential for getting started with your CRM system. The Import contacts feature will facilitate this process allowing you to add several contacts at once instead of entering them one by one manually.

This guide will show you how to transfer your contacts from a CSV file to CRM and restrict access to them.

Step 1. Prepare your CSV file for importing

Before you start importing you need to prepare a CSV (Comma Separated Values) file.

If you already have a CSV file containing the contact information make sure that it meets the following requirements for a correct data import:

  • the first row is a header record containing column/field names. The required fields are: First Name and Last Name for importing persons, Company Name for companies.
  • there is one contact record per row;
  • there are no unnecessary commas in your file;
  • the selected file contains less than 10000 rows, otherwise it should be divided into smaller parts.

You can also create a CSV file from any spreadsheets using our Documents module.

Step 2. Access the CRM

Enter your ONLYOFFICE portal and click the CRM link.

How to add contacts to CRM in bulk? Step 2How to add contacts to CRM in bulk? Step 2

In case you have already logged in to the portal and been using it for some time, to access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Step 3. Locate your CSV file

Click the button next to the Create New... button in the upper left corner and select the Import contacts option from the drop-down list. The Import Contacts page will open.

Click the Select a CSV file link. Browse your computer hard disk drive for the necessary file. Once the file is located click the Open button to load it into the system.

How to add contacts to CRM in bulk? Step 3How to add contacts to CRM in bulk? Step 3

The file will be loaded and displayed in place of the link. To replace it use the Edit link next to the file name.

Step 4. Configure the CSV file settings

For proper importing you need to set your CSV file settings:

  • Delimiter

    A CSV file uses commas to separate values, however many implementations of CSV import/export tools allow other delimiters to be used: semicolon, colon, tabulation, space. Use this drop-down list to select the character used to separate values in your CSV file.

  • Encoding

    Specify the encoding type used while saving your CSV file. The default type is UTF-8.

  • Text Delimiter

    Use this drop-down list to specify the character used to enclose the fields in your CSV file.

After that select the action which will be performed with the duplicate records in case there are some. Check the Skip option to import contacts keeping the existing contacts, use the Overwrite option if you wish to import them overwriting the existing ones or leave the default Duplicate option checked if you need to duplicate the coinciding contacts. You will be able to merge them later following the instructions here.

If your CSV file has a header row with the column titles make sure that the Ignore the first row when importing case is checked.

How to add contacts to CRM in bulk? Step 4How to add contacts to CRM in bulk? Step 4

Step 5. Set a desired access level

By default, the access to the imported contacts will be granted to the current user only.

To assign managers to these contacts click the Add user link and select a person from the list. Use the filter field at the top to facilitate the search.

How to add contacts to CRM in bulk? Step 5How to add contacts to CRM in bulk? Step 5

To make these contacts public and grant access to all the CRM users, check the Allow all CRM users access this contact option.

When the file is selected and all the parameters are set click the Continue button at the bottom to proceed to the next step.

Step 6. Verify the contact information and start importing

Before importing your customer data you need to verify the available information. You will see the table with three columns:

  • File column - the first row of your CSV file containing the column/field names.

  • Corresponding CRM field - the CRM field corresponding to the field/column name from your file if there is one.

    If the system does not find any corresponding CRM field automatically, open the drop-down list and select the necessary one manually.

  • Value - the available file column value. To verify all the file information use the Next record/Previous record links at the top.

To be able to import persons you need to match at least one column from your file with the First Name and another with the Last Name fields of the CRM. The same is for the company import, you will need to match the Company Name field to be able to import a company.

How to add contacts to CRM in bulk? Step 6How to add contacts to CRM in bulk? Step 6

After you check the customer data click the Start importing contacts button below the contact list to launch the process.

That's all. All the selected contacts will be imported and displayed in the Contacts list. Do not forget to keep your contacts up-to-date!

The current version of CRM also allows you to import opportunities and cases stored in a .csv file. The import process is almost the same. Just click the button next to the Create New... button in the upper left corner and use the corresponding option from the drop-down list.

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