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Import Tool Overview

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Nik Schultz
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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.

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

The following user roles can use the Import Tool:

  • Administrators
  • Company Managers
  • Marketing Managers
  • Sales Managers


Article Contents


Regarding Account Migration

This article details the methods and features involved when importing contacts. This article does not go into detail on migrating accounts. If you are looking to migrate over accounts, opportunities, campaigns, or notes from other CRM platforms, refer to the following articles:


Structuring .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 Company
Galileo Galilei g@polymath.com

Renaissance
Edwin  Hubble space@extragalatic.com

Astronomy
Hipparchus   math@trig.com

Equinox


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

  • One of the required fields to import contacts is a Company Name field. To import a .CSV file without data in the company name field, add a Company Name field in the .CSV spreadsheet with N/A down the entire column for each individual entry. 
  • 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. 
  • For the import to be successful, a first and last name are required in the event that you do not have an email address for that contact.

For more information on how to structure .CSV files and what they should contain, refer to the following help articles:


Importing .CSV Files

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. Enter relevant contact information in the .CSV file.
  4. Save your .CSV file.
  5. In SharpSpring's top toolbar, click
    Contacts > Import.
  6. Scroll to the bottom of the Import Tool page.
  7. Click Choose a File.
  8. Choose the applicable .CSV file.
  9. Click Upload .CSV File.
  


Click to enlarge.


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.

On the Import Contacts page, under List Settings, select either New List or Use Existing List.

  


Click to enlarge.

   2.

Depending on the list type, in the List Name text box, do one of the following:

  • New lists: Enter a name for the list.
  • Existing lists: Enter the name of the
    desired existing list to add contacts to. 

   3.

In the How Should We Handle Duplicates? drop-down menu, select from the following options:

  • 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.

   4.

In the Import Unassigned Leads in List As... drop-down menu, select one of the following:

  • Open
  • Unqualified Leads
  • Qualified Leads
  • Contacts 

   5.

Optionally, do the following:

  • Click the Overwrite Existing Lead Status? checkbox.
  • In the drop-down menu that appears, select the desired status.

   6.

Optionally, do the following:

  • Click the Assign to a campaign? checkbox.
  • In the drop-down menu that appears, select the desired campaign. 

   7.

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 Import 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. In the Mappings section, click into a field text box.
  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. In the pop-up window that appears, type Confirm.
  7. 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.

  

MappingContacts.gif
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. For more information on available system fields, refer to Available SharpSpring System Fields.

 


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.


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