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Import Tool Overview

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Jake Crown
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SharpSpring allows you to import more than one contact at a time by importing a Comma-Separated Value (.CSV) file via the Import Tool.

This article will provide information on the Import Tool.


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Regarding CRM Migration

This article details the methods and features involved when importing contacts. This article does not go into detail on migrating accounts. Refer to the following articles for more information on migrating over accounts, opportunities, campaigns, or notes from other CRM platforms:


Preparing Import with .CSV Files

The Import Tool uses information from .CSV files and creates contact lists from this information. These files contain only alphanumeric data and are presented in a table format.

Any .CSV file that you import should be structured similar to the following:

First Name Last Name Email Is Unsubscribed
Galileo Galilei g@polymath.com

0
Edwin  Hubble space@extragalatic.com

0
Hipparchus   math@trig.com

1


When importing .CSV files, be aware of the following:

  • Header rows are required. Header rows are necessary for mapping SharpSpring fields to imported fields.
  • Email fields are required. The Import Tool requires that your .CSV file contain a column mapped to the Email field. You will still need to include the Email column when a contact does not have an email address. 
  • Is Unsubscribed fields are required. For SharpSpring to successfully import a .CSV file, the file needs one column header that is labeled as Is Unsubscribed. The Is Unsubscribed field should be a boolean field, where 0 is for leads who are opted in, and 1 is for leads who are not opted in.
  • Utilize first and last names. For the import to be successful, a first and last name are suggested in the event that you do not have an email address for that contact. Use both as often as possible.
  • Values must match. When importing custom field values, ensure that they are formatted to match the custom field values. For example, picklist and checkbox values are case-sensitive.
  • When importing data with picklist and checkbox fields, the fields must be present in the file import in order to appear. Ensure that the picklist or checkbox fields in your file exist before importing. Otherwise, the data may not import properly.
  • When importing to a checkbox custom field, the data cannot have spaces between values and commas. An example of this would be value1,value2,value3.

Refer to the following help articles for more information on how to structure .CSV files and what they should contain:


Importing Contacts with .CSV Files

You can import .CSV files as necessary.

To import .CSV files, do the following:

  1. Create a .CSV file in Unicode with all of your contacts.
  2. In your .CSV file, include a column titled Email.
  3. In your .CSV file, include a column titled Is Unsubscribed. Ensure that the values are set to 0 or 1 in this column.
  4. Enter relevant contact information in the .CSV file.
  5. Save your .CSV file.
  6. Click Contacts in SharpSpring's left toolbar.
  7. Click  12more.png  Options > Import Contacts.
  8. Scroll to the bottom of the Import Tool page.
  9. Select the appropriate delimiter from the Select delimiter drop-down menu.
  10. Select the appropriate date format from the Select date format drop-down menu.
  11. Select the appropriate time format from the Select time format drop-down menu.
  12. Click Choose a File.
  13. Choose the applicable .CSV file. 
  14. Click Upload .CSV File.
  

Click to enlarge.
Important: The Import Tool is for contact and lead information only. Imports do not trigger certain features, such as dynamic lists.
 


Configuring Import Settings

Once a .CSV file has been imported, its list of contacts will need to be configured. Doing so will determine which list the contacts will be set to, their ownership, and overall status.

To configure an imported list, do the following:

  1. Select either New List or Use Existing List, located under List Settings on the Import Contacts page.
  2. Depending on the list type, do one of the following in the List Name text box:
    • New lists: Enter a name for the list.
    • Existing lists: Enter the name of the desired existing list to add contacts to.
  3. Select from the following options in the How Should We Handle Duplicates? drop-down menu:
    • Do not update: Duplicate fields and information are not updated.
    • Update only new: Adds information from a new column.
    • Update new and existing: Updates all fields and information in the record.
  

Click to enlarge.
  1. Select one of the following in the Import Unassigned Leads in List As... drop-down menu:
    • Open
    • Unqualified Leads
    • Qualified Leads
    • Contacts
    • Customers
  2. Optionally, do the following:
    • Click the Overwrite Existing Lead Status? checkbox.
    • In the drop-down menu that appears, select the desired status.
  3. Optionally, do the following:
    • Click the Assign to a campaign? checkbox.
    • In the drop-down menu that appears, select the desired campaign.
  4. Optionally, do the following:
    • Click the Assign leads to a particular user? checkbox.
    • In the drop-down menu that appears, select the desired user.


Mapping Fields

After the import settings have been configured, you will need to map the contents of your spreadsheet to SharpSpring. 

To map contacts when importing .CSV files, do the following:

  1. Click into a field text box in the Mappings section.
  2. Enter or select the name of the appropriate field to map to.
  3. Optionally, click the Make Custom Field box to import the column as a custom field.
  4. Repeat as necessary for all applicable fields.
  5. Click Import.
  6. Type Confirm in the pop-up window that appears.
  7. Click the I confirm that my unsubscribed contacts are mapped correctly and that this list is not purchased checkbox.
  8. Click Import.

When importing .CSV files, SharpSpring tries to automatically map certain standard fields like First Name, Last Name, and Email. It is not always able to do so, but you may see fields already mapped. You can reassign these fields if you do not want to map them how SharpSpring tries to map them for you.

Once imported, the list will appear in the Import History.

  


Click to enlarge.
Important: Use SharpSpring fields already present in the system when possible instead of duplicating the fields. Importing and mapping custom fields with the same name as system fields results in those system fields being rendered invisible and unusable in the platform. To restore system fields, contact SharpSpring Support.


Sender Reputation: Evaluating Imported Lists

When you import a new list, SharpSpring evaluates the overall quality of the list based on a variety of factors, including an evaluation done by a third-party verification service. If 45% or more of the list contains contacts with email addresses deemed invalid, toxic, or purchased, SharpSpring will not allow your import to continue.

SharpSpring has determined these lists would fall into the lowest 2.5% of list quality, and they have a high risk of damaging your sender reputation should an email send be attempted. This measure is taken to ensure the long-term health and viability of the platform and to protect your own sender and domain reputation.

In the rare case that a list is rejected due to low quality, SharpSpring's compliance team will be notified. Contact policy@sharpspring.com for further clarification.

Refer to Using Email Engagement Tools for more information about the evaluation of imported or created contacts and list rejections.

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