Import Data

NEW: Try our Drag and Drop Import Tool.

You can upload (import) data into WorksIQ CRM from a .CSV Comma Delimited file.

Companies, Contacts, Leads and Incidents can be imported.

Companies and Contacts can be created automatically when you import Leads and Incidents. Companies can also be created when you import Contacts.

To ensure the integrity of your system a wide range of error checking is carried out before you actually import your data.

Imported data can be tagged using the Source field to enable you to quickly identify imported data.

If you need help then please contact us on +44 (0) 1382 774428 or click here with a small sample of your data. We will review the data and prepare a valid import file for you. Alternatively follow the instructions below.

How to upload / import data

Click on the “Admin” menu option then the “Import” Tab.

Click on one of the import buttons (Companies, Contacts, Leads or Incidents).

Click on “Get Template”. This will download a .CSV template to your computer.

Open the .CSV template with MS Excel or similar.

Copy the data you wish to import into the template then save as a .CSV file.

To import your data click on “Choose File”. Browse your file system and select the .CSV file you wish to import. Click “Open”.

Click on the “Continue” button.

Your .CSV file will now be checked for errors.

If you receive the message “Validation completed with errors” then any errors in your data will be displayed below with the corresponding row numbers in your .CSV file. You should correct the errors and start the import process again.

If no errors are received then you will see a message “X rows validated successfully”.

Enter a description for this import e.g. “Imported Leads” in the Source field.

Tick “Match on contact email” if required. The import process will import all rows in the file regardless of whether a contact or company already exists in the database. However, if checked, this option will allow you to avoid duplication of contacts listed within the import file itself, by comparing the contacts email address with all email addresses in the import file.

Your import will now be processed.

Click Process Import to complete the import process.

FAQs for uploading / importing data

Q. What should I enter for drop downs e.g. Lead Stage, Status etc?

A. Enter the text description associated with that drop down entry

e.g. for Lead Stage you could enter New Lead.

e.g. for Lead Status you should enter Active not 50.

If the text does not match an existing drop down entry then a new entry will be created. The new entry is added to the bottom of the list of entries for that drop down.

If you have multiple entries in your drop down with the same description text then the import will use the first matching entry that it finds (even if it is hidden).

We recommend that you review your drop downs before performing an import, this will help ensure that your data is loaded as desired.

N.B. There are a few exceptions namely: AssignedTo and Source. See below for more details.

Q. What do I enter for AssignedTo?

A. You should enter the First Name followed by the Last Name of the User you want to assign the data to e.g. Mike Jones. You can find the correct name by clicking on Admin >> Users >> and select the required user.

Q. Why isn’t there a column for Source in the import template?

A. Before you click on the Process Import button you will see a field where you can enter the Source. We recommend you enter something like “Lead Import 04/05/2014” you can use this to find all your imported data at a later date (see below).

Q. What do I enter for Probability?

A. Probability is just a whole number 0-100 without the % symbol.

It is your estimate of the percentage chance of winning the deal e.g.

0 – no chance
33 – a one in three chance of winning the deal.
75 – final negotiation of contracts
100 – deal won.

Q. How do I find my records afterwards?

A. Before you click on the Process Import button we recommend that you enter a sensible identifier in Source field (e.g. Existing Leads 02 Feb 14) as this will help you find your records later. After the import click on the appropriate menu option Companies/Contacts/Leads/Incidents and click on the Advanced Search button. Next click on the Source drop down and pick the identifier you entered. This will find all your imported data. If you don’t see your data then click on the Clear Search Details button and try again.

Q. How do Address Fields in Contact/Lead/Incidents imports work?

A. A company can have an address and each contact linked to that company can have a contact specific address. If you view a contact with no contact specific address then if the company has an address then the company address will be displayed for that contact. Whereas if you view a contact with a contact specific address then the contact specific address details are displayed.

When importing Contacts/Leads/Incidents the address details loaded are contact specific.

If you view a contact and edit the address then the changes are stored at the contact level, the company address is unaffected. You need to edit the company to change the company address.

See also
Importing accented characters