Leads/How To Import Leads From a List
From Commence CRM-Help
Before importing a list of leads, make sure the file of leads to be imported is available to your system: on your hard drive, on a CD ROM, etc.
1. Click the Leads module.
2. Click the New button to begin the import process. The Data Import: Step 1 dialog displays.
3. Select an existing list from the Import To drop-down list or enter a name for a new list in the List Name field.
4. Enter a description for the list and indicate the list owner.
| Note: By default, the list owner is the person who is performing the import. The ownership of the list you are creating, as well as all leads imported into the list, can be changed after the list has been created. |
5. Click Next. The Data Import: Step 2 form displays.
6. Identify the Field Separator. The default is “,” for a CSV type of file. If you have a tab delimited file, clear the comma and check the Tab box.
7. Identify the Line Separator. Your data file should have each lead on a separate line, each row of the file representing a new record to be imported. Check the Line Return box to indicate the line separator in your file is a new line.
8. Indicate whether the first row of your spreadsheet is a Header Row. Choose Yes if the first row contains generic field labels such as "First Name", "Last Name" and "Address 1", etc.). Choosing Yes will add contacts starting from Row 2 of your customer file. Choose No to import records starting from Row 1 of your file.
9. Select the file to upload using the Choose File button.
10. Indicate whether to allow or merge duplicate records. Allow Duplicates is the default.
11. Select any Auto Assignment Rules you may have created to presort accounts by specific rules. (e.g., all Leads in Illinois will be assigned to Account Manager = Bill Fox)
12. Select a Saved Mapping (if you have saved the mapping from a previous list with the same order to the header row).
| Note: It is VERY IMPORTANT NOT to do any actions with On-Demand until the import process is complete. Once the list has been imported you will be prompted “Import Successful” and you will receive the total amount of im-ported leads. |
- Click on the “Close” button to return to the application and begin working with your imported data.
4. Select an existing list from the Import To drop-down list or enter a name for a new list in the List Name field.
5. Enter a description for the list and indicate the list owner.
6. Click Next. The Data Import: Step 2 form displays.
7. Identify the Field Separator. The default is “,” for a CSV type of file. If you have a tab delimited file, clear the comma and check the Tab box.
8. Identify the Line Separator. Your data file should have each account or contact on a separate line, each row of the file representing a new record to be imported. Check the Line Return box to indicate the line separator in your file is a new line.
9. Indicate whether the first row of your spreadsheet is a Header Row. Choose Yes if the first row contains generic field labels such as "First Name", "Last Name" and "Address 1", etc.). Choosing Yes will add contacts starting from Row 2 of your customer file. Choose No to import records starting from Row 1 of your file.
10. Select the file to upload using the Choose File button.
11. Indicate whether to allow or merge duplicate records. Allow Duplicates is the default.
13. Click Next. The Data Import: Step 3 dialog displays.
14. Map the database fields. Sample values from Row 1 of your customer file will be listed on the left. Match these with the On Demand field from the drop downs on the right. Map only the fields for which you have information.
Note: A Acct Name (the account name), C First Name (contact’s first name), and C Last Name (contact’s last name) are required fields.
HINT: Commence On Demand also gives you the ability to save mappings for future use. This will expedite additional imports if you have multiple spreadsheets to import with the same format. You enter a name for the custom mapping in the Save As Mappings field at the bottom of the mapping screen.
15. Click Next. The Data Import: Step 4 dialog displays.
If there are errors reported:
- Refer to the error log file and correct error in the data file.
- Close the dialog box and repeat steps 1-15 to import the corrected data.
If no errors are reported, click Close to begin working with the imported data.