Working with Data Import

Last Revised:      Written by Veloxity CRM    Time Estimate: About 6 minutes to read. Version 2.0

Contents

What is Data Import?

Definition

Data Import allows you to bulk import Account and Contact data into the Veloxity CRM system. 

How can I use Data Import?

Use Data Import to quickly import Accounts and Contacts into Veloxity CRM.

When working with Data Import, keep the following features in mind:

  • Any field can be imported.
  • Veloxity automatically merges duplicate information.
  • Data tables are easily edited. Click and edit to change. Quickly sort and filter data tables. 

Where can I find Data Import?

Data Import is found in CRM Setup.

From the Main Menu, click My Profile > App Setup > CRM Setup > Data Import

Navigating Data Import

You are looking at a screenshot of Data Import on CRM Setup:

Figure 1. Data Import on CRM Setup. 

How can I use Data Import?

Understanding the Relationship between Data Designer and Data Import

Data Import works in tandem with Data Designer. 

Fields marked as required in Data Designer will be required when using the Data Import feature. 

For example, If Account Name and Contact Email are required fields in Data Designer, then Account Name and Contact Email are required fields in Data Import.

These fields cannot be left blank. If these fields are left blank the import will fail. 

Selecting additional required fields in Data Designer will result in additional required fields in Data Import. 

Tip: Veloxity CRM is preconfigured to require an Account Name and a Contact Email. You can add additional fields to the CSV for import. You only need to use Data Designer if you want to require additional fields. 

This screenshot demonstrates how to Select / Deselect Required Fields in Data Designer:

Figure 2. Select / Deselect Required Fields in Data Designer. 

How can I import Account and Contact information? 

Step 1: On CRM Setup, click Data Import. 

Data Import allows you to bulk import Accounts and Contacts into your Veloxity CRM system. Data Import leads you through the process of mapping the data in your records to the data fields in Veloxity CRM. 

Step 2: On Data Import, click Download CSV Template.

The CSV template is configured to map directly to Veloxity CRM.

  • Download the CSV Template and use this to configure your data for import. 
  • Alternatively, you can use your own spreadsheet, and configure the columns to match the template, then export as a CSV file.

You can add as many additional fields as needed. 

Tip: CSV stands for comma-separated values. CSV is a simple file format used to store tabular data such as a spreadsheet or database. CSV is primarily used to transport data between two databases of different formats. Programs such as Microsoft Excel have the option to export data as a CSV file.

You are looking at a screenshot of the CSV Template for Data Import:

Figure 3. CSV Template for Data Import. 

Veloxity CRM uses the information from the CSV template to create two separate records:

  • An Account record
  • A Contact record.

If duplicate information is entered, Veloxity merges the information. 

Keep the following items in mind when you create a CSV file to import:

  • Use the CSV template to configure your data.
  • Your data needs to match the template.
  • The data in the Account Name column will be mapped to Account Names during the import.
  • The data in the Contact Email column will be mapped to the Contact Email column during the import. 
  • You can add additional columns after column four with other fields if you wish. You will manually map these fields once the data is imported. 

Step 3: On Data Import, click Upload CSV File.

Upload a CSV file containing a header row and your data. A file with Account and Contact headers can be downloaded as a template.

  1. Click Upload CSV File.

  2. Choose formatted CSV file to import.

  3. Click Choose File.

  4. Click Submit.

Step 4: On Data Import, receive notification that the CSV File was successfully parsed. Click the Next Button (green forward arrow) to continue.

  1. The green dialogue lets you know that the CSV file was successfully parsed.
  2. Click the green check mark to continue.

You are looking at a screenshot of the notification that your CSV File was successfully parsed:

Figure 4. CSV File Parsed. 

Step 5: Assign data types and data fields to unmapped columns from your CSV file.

If you used the template from the prior step, the fields will be automatically mapped for you. The fields can still be modified after mapping.

The list on the right contains unmapped columns from your CSV file. Click on one of the unmapped columns to choose a field that maps to it. Once a field is chosen, it will appear in the list on the left as a mapped column. Continue to map fields in this way until all relevant columns in your CSV file have been mapped.

You are looking at a screenshot demonstrating how to map unmapped CSV columns:

Figure 5. Mapping Fields to CSV Columns - List of Unmapped CSV Columns. 

Step 6: Mapping Fields to CSV Columns

In the upper right hand corner of the unmapped column, click the + to map the selected column to a field. 

You are looking at a screenshot demonstrating how to select an unmapped CSV Column to map:

Figure 6. Mapping Fields to CSV Columns - Process of Selecting an Unmapped CSV Column. 


Step 7: Mapping Data Types

Select a data type from the pick list to map the unmapped CSV column.

You are looking at a screenshot demonstrating how to map a data type to an unmapped CSV column:

Figure 7. Mapping Fields to CSV Columns - Process of Selecting a Data Type to Map to an Unmapped CSV Column. 


Step 8: Mapping Data Fields

Select a data field from a pick list to map the unmapped CSV column.

You are looking at a screenshot demonstrating how to map a data field to an unmapped CSV column:

Figure 8. Mapping Fields to CSV Columns - Process of Selecting a Data Field to Map to an Unmapped CSV Column. 

Step 9: Review Mapped Fields and Import.

Review the mapped fields to CSV columns. Click the green forward arrow to view any additional pages. Notice the unmapped CSV columns section is now blank.

You are looking at a screenshot demonstrating how to review the fields you mapped to CSV columns:

Figure 9. Reviewing Fields Mapped to CSV  Columns.

Step 10: Editing Mapped Columns and Fields

If you would like to make changes to your mapped fields and columns, refer to the directions below. 

If your fields and columns mapped correctly, you can skip this step and progress to Step 11.

  1. Click the mapped CSV Column/Field you wish to edit.
  2. The editing tool opens.
  3. Edit the Data Type by making a new selection from the pick list.
  4. Edit the Data Field by making a new selection from the pick list.
  5. Click Update Mapping.

If you want to remove the Mapping, click Remove Mapping. The data will now display on Unmapped CSV Columns.)

You are looking at a screenshot demonstrating how to edit mapped CSV columns and fields: 

Figure 10. Editing Fields Mapped to CSV Columns.

Step 11: Confirm Import Results. 

The last step performs the import and shows you a summary of the results.

  1. Review and confirm the import results. In this example, you would review the Summary, New Accounts, and New Contacts information.
  2. If the results are correct, click Finish (green check mark) to save the new/modified records.
  3. If something looks incorrect, use the green back arrow to return to the mapping step and try again.

You are looking at a screenshot demonstrating how to confirm CSV Data Import results:

Figure 11. Confirming Import Results. 


Data Import Process Infographic

Use the following infographic to quickly import Account and Contact data:

Figure 12. Data Import Process Infographic.