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Importing and Mapping Contacts from .CSV Files

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Nik Schultz
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SharpSpring enables you to import your contacts through a .CSV spreadsheet by using the Import Tool. In order to import the file properly, you will need to map your spreadsheet to SharpSpring. This article will detail how to map contacts from your .CSV fields into SharpSpring fields.

Important: When importing and mapping contacts, 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.

The following user roles can import contacts:

  • Administrators
  • Company Managers
  • Marketing Managers
  • Sales Managers


Article Contents


Importing Contacts

To import contacts through the Import Tool, do the following:

   1. In SharpSpring's top toolbar, click 
Contacts > Import.		  
Click to enlarge.
   2. Click Choose a File.
   3. Select the .CSV file to import. 
   4. Click Upload .CSV File.
   5. On the Import Contacts page, under List Settings, select either New List or Use Existing List. 
   6. 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. 
   7. 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.
   8. In the Import Unassigned Leads in List As... drop-down menu, select one of the following:

   •   Open
   •   Unqualified Leads
   •   Qualified Leads
   •   Contacts
   9. Optionally, do the following:

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

   •   Click the Assign to a campaign? checkbox.
   •   In the drop-down menu that appears, select the desired campaign. 
 11. 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

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

  1. Import an applicable .CSV file.
  2. In the field text boxes, select the appropriate fields to map to.
  3. Repeat as necessary for all applicable fields.
  4. Click Import.
  5. In the pop-up window that appears, type Confirm.
  6. Click Import.
  


Click to enlarge.
 
Note: You can also click the Make Custom Field box to import the column as a custom field.
 


Regarding Company Name Fields

One of the required fields to import contacts is a Company Name field. However, there is a workaround that will allow you to import a .CSV file without data in the company name field. The best way to import contacts without a company name included is to add a Company Name field in the spreadsheet with N/A down the entire column for each individual entry.


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