How to import contacts into OnePageCRM

There are several ways to import contacts into OnePageCRM:

  • you can import multiple contacts from Google Contacts,
  • you can transfer your contacts from Highrise CRM using our direct Highrise import tool,
  • or you can import multiple new contacts, as well as merge data from a CSV file into your existing CRM contacts.

In this article, you will learn how to import contacts from a  CSV file (comma-separated value file format). For more information on creating a CSV import file see here.

In this article:
Import Contacts Merge Import
Import Contacts from the same Organization Undo Import
Tips for importing contacts

Import Contacts

You can import the following fields: First name, Last name, Job title, Organization, Status, Phone (Work), Phone (Mobile), Phone (Home), Email (Work), Email (Home), Contact and Organization Address, Zip/Postcode, City, State, Country, Website, Background, Tags, Next Action text, Next Action date, Lead source, Notes, along with any Custom Fields you've created.

Note: In order to import a contact, either the Last Name or the Organization Name is required.

1
Go to your User/Profile icon (top right-hand corner) → Import and Export → Contacts Import from file.

Import & Export Page, click on Contacts Import from file.

2
Under Import as → select New contacts → click Select file to upload → choose the CSV file you wish to import.

Import as: New Contacts. Select file from PC.

3
Select file format (column separator) from the options below: 
  • , (comma) 
  • ; (semicolon)
Click Upload & Next.

Select file format.

4
In step 1. Map fields → map the columns from your uploaded file with OnePageCRM fields and tick the Ignore checkbox for fields you don't want to import → click Next.

Import Map Rules

Notes:

  • If you use our import sample file, the fields will be matched automatically.
  • It's not possible to map a single field type to multiple columns in your file.
5
In Step 2 Preferences set your preferences to all imported contacts → click Next.

Import Step 2. Preferences

Notes:

  • All contacts in OnePageCRM require a status. During the import, you will need to choose a default status.
  • In case you have contacts with different statuses, we suggest importing them in batches by status.
6
Your import is queued, you'll receive an email once this is complete.

Import Successful, confirmation screen.

Notes:

  • Download the import example file and populate the cells with your contacts' details if you don’t have an existing CSV file with your contacts' data or if you’re unsure of what fields you can import. 
  • If you have more than one email address, phone number, URL, or address, you can add the extra data in another column in your file. Then when you're mapping the extra columns to the fields, you'll have the option to select the extra fields in the CRM. For example, if you have two email addresses for one contact, your file will need to have two different columns that will be mapped to Email 1 or Email 2.
  • You have the option to import URLs for websites, blogs, Twitter, Linkedin, Xing, Facebook, and Instagram. If you have multiple URLs, you'll need to add a column for each type of  URL and map the fields accordingly.
  • The Next Action text and date you entered under Preferences will only be added to contact records with empty Next Action text and date fields in your .csv file. 
  • You must create Custom Fields in OnePageCRM before doing your import.
  • The maximum file size allowed for .csv import is 128 MB / 9999 rows. If your file is larger, you'll need to split it into smaller files.
  • The default column separator for a .csv file is the, (comma) character. 
  • To cancel an import within 24 hours of initiation see the Undo import section.

Merge Import

This option allows you to update your existing contacts using the Merge Import feature. If you have an export file from OnePageCRM containing updated contact information, you can merge the contacts during the import process. This means that the contact information in OnePageCRM will be automatically updated using the new updated information in the file that you're importing. For more information on preparing your CSV import file for merging contacts see here.

1
Go to your User/Profile icon (top right-hand corner) → Import and Export → Contacts Import from file.

Import & Export Page, click on Contacts Import from file.

2
Under Import as: → select Existing contacts → click + Select file to upload → choose the CSV file you wish to import.

Import as: Existing Contacts. Select file from PC.

3
Select file format (column separator) from the options below: 
  • , (comma) 
  • ; (semicolon)
Click Upload & Next.

Select file format.

4
In step 1. Map fields → map the columns from your uploaded file with OnePageCRM fields and tick the Ignore checkbox for fields you don't want to import → click Next.

Merge Import map fields

Notes:

  • If you use our import sample file, the fields will be matched automatically.
  • It's not possible to map a single field type to multiple columns in your file.
5
In step 2. Merge rules → specify the merge rules for each field in your OnePageCRM that corresponds to a different column on your import file.
You have three options:
  • Overwrite: If you select this option any new information on the corresponding column in your file will overwrite the information in the OnePageCRM field for contacts with matching contact IDs.
  • Append: You will only have this option for multiple value field types such as Phone, Email, URL, Tags, Background, and Custom fields (checkbox). If you select this option, the information in your import file for the corresponding field will be added. For example, if you append the phone number field and you have new phone numbers in your file, the old phone number and the new phone number will appear in the contact.
  • Don't Overwrite: If you select this option your OnePageCRM fields will not be updated with the new information in the corresponding column in your import file.

    • Merge Import Map Rules

    Notes:

    • Merge rules are for contacts with a matching Contact ID in the database and import file.
    • There is no undo for merged contacts.
    • Unmatched contacts will not be created as new contacts.
    6
    In Step 3 Import click Start import.

    Click Start import

    7
    Your merge import is queued, you'll receive an email once this is complete.

    Import Successful, confirmation screen.

    Note: Merge import is a powerful feature and cannot be "undone". Please be sure to check that your list is correct before running.

    How to import multiple contacts from the same organization

    When you import contacts from a CSV file into OnePageCRM you have the option to import multiple contacts working in the same organization. Once you import these contacts, they'll be associated with the same organization in the Organization view.

    1
    Make sure to add an identical name of the organization in your import file, under the Organization column, for all contacts associated with it.

    Contacts belonging to one organization

    2
    Once imported, all contacts working in the same organization will be associated together in the:
    • Organization view pop-up

    Organization pop-up

    • Organization View

    Orgnizatio View

    How to undo import

    If you make a mistake when importing your contacts, you have the option to clear the recent import.

    1

    Go to your User/Profile icon (top right-hand corner) → Import and Export → scroll to the Import / Export history.
    2
    Find the import you want to undo → click Undo import. Your import will be cleared and it will disappear from the Import / Export history.

    Undo import

    Notes:

    • The Undo import link is available only for 24 hours from importing and is only visible to the user who performed the import.
    • You can undo an import made from a CSV file and direct imports made from Highrise and Google Contacts.
    • Undo import is only available when importing new contacts, it is not possible to Undo a merge import.

    Top tips for importing contacts to OnePageCRM

    1
    Before importing, manage your Status labels and decide whether you want to use Tags or Custom Fields to groupe data.
    Check out this article for the pros of each - Tags vs Custom Fields.
    2
    Check all fields prior to importing. Ensure they are mapped correctly. If OnePageCRM does not recognize a field, the system will highlight it in yellow.

    Yellow map fields, indicate that the fields have not been mapped yet.

    Notes: 

    • If you use our import sample file, the fields will be matched automatically.
    • It's not possible to map a single field type to multiple columns in your file.
    3
    We always recommend importing a small sample of data first, such as 10 contacts or less, to ensure all data is correct and mapped in OnePageCRM.
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