Adding information to any of your tabs in FreeAgent CRM is fast and easy when importing through a CSV file. The process to follow is exactly the same regardless of the tab you want to upload the information to, and if there are any errors in the file, like for example an email address that is not in the right format, the system will let you know.
In this tutorial we will review the following topics:
Import a CSV file to FreeAgent CRM
To get started, first, click your profile box and select Settings (1), then click on 'Import Data' in the menu that will come up, on the left-hand side (2). Then select the desired tab (3) and then click the 'Import' button (4).
A new window will pop-up with all the details necessary to import a CSV file. Here you can download a template (1), which you can fill out with your information to simplify the import process.
Please note that you do not have to fill out every field, but it is important to keep the column names the same and make sure that there are no empty rows on your file. It is also recommended to delete any columns that you are not going to need. Another useful thing to review is that there are no empty spaces after the column names and that there is a single value for each cell.
Once you have your CSV file ready you can either use the Drag and Drop functionality or select 'click here' to choose the file from your computer. The name of the file you selected will show in the light blue box (1). Verify that you selected the right file and click the 'Next' button.
As soon as you click next, you will get to the import mapping screen.
In this screen is where you are going to be able to select the columns in your file that corresponds to a given field in FreeAgent CRM. By default, the system will match the names of the fields with those of the columns in your file, but if there are some that it can not match, it will mark them in red.
You can select one of your existing fields in FreeAgent CRM to map that column by clicking on the dropdown.
Do not import
Another option is to decide not to import that particular column by selecting the 'Do not Import' option.
You will need to confirm this process before importing your file.
If the field doesn't exist, but you do want to add the information to FreeAgent CRM you have the option to create it. Simply select the row that contains that column and click the 'Add Field' button.
In this window just enter the name of your new field and select its type. If you want to learn more about the available field types we recommend that you visit this tutorial. Once you are done, click the Save button.
Your new field will be created and available for you to select it in the Field Mapping screen.
Once you are done with the mapping of the columns click 'Save' to start the import process.
The process can take a few minutes to complete depending on the size of the file, the process will continue even if you move to another page.
Import Process Status
You can verify the status of your import in the details. There are 3 possible statuses: 'Processing', 'Completed' and 'Failed'.
'Processing' means that the import is still in progress. You can move to other sections of FreeAgent CRM and come back later to check the status.
Failed means that there are some errors with your file. You can see the exact number of errors under the 'Errors' column. Please note that if the import fails, the data won't be added to the system.
If you click on the number of errors a window with the details will appear, showing the row within the file (1) that contains the error, what the column name is (2), the current value the cell holds (3) and why it is considered an error (4). Please note that there could be more that one error per row.
The most common error is 'Invalid Format', as shown in the above image. In the first row, we can see that the email has a comma instead of a dot before 'com'. The second row for the cell phone includes two phone numbers in the same cell. It is considered an error since the system expects one value per row.
If the file is correct, then once the import process is over, the status will change to 'Completed'.
Well done! If the status shows as 'Completed' it means that you have successfully imported your data to FreeAgent CRM. You can follow this exact same process each time you have a file to import to the system, always making sure that you select the right type in the 'Import' window so that the information is added to the right tab.