Once you have fully configured your apps and fields you will be ready to import your data.
Adding information to any of your apps in FreeAgent CRM is fast and easy when importing through a CSV file. The process to follow is exactly the same regardless of the app 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.
Some important items to take into consideration when preparing your file:
- Make sure to download the template, corresponding to the app you will be importing the data to, directly from your CRM. This will allow you to ensure that the titles for your columns match your field names exactly.
- Accepted format: CSV or Excel file.
- Make sure the information is in the right column.
- Do not mix symbols with data.
- Make sure the data is complete.
- Do not leave any empty cells and/or spaces
- Only include one set of data (contact, phone number, email, etc.) per cell.
- Make sure data is vertical.
- If you are migrating from a different software, make sure you only use the fields that are relevant to your process (you do not need to use all default fields from the old software).
Import a CSV file to FreeAgent CRM
Adding information to any of your apps in FreeAgent CRM is fast and easy when importing through a CSV file. The process to follow is exactly the same regardless of the app you want to upload the information to, and if there are any errors in the file, like for example an email address that is missing the '@' sign, the system will let you know. There are a few steps with importing a CSV file:
- Important Information Before Importing
- Import CSV file
- Fields Mapping Process
- Import Process Status
Important Information Before Importing
If you are looking to import data that includes references to another record, for example, import Opportunities that include the Main contact and/or the Organization, it is necessary that you import the data in a specific order. First, you will need to that the Organizations. Then import your Contacts, make sure that if you are adding their organization that you use the Organizations short ID in your file instead of the Organization name. See Pro TIp. And once you have your Organizations and your Contacts in FreeAgent CRM, you can import your Opportunities, also make sure you use the Organization ID and the Contact ID instead of the names.
To make it easy for you to import your records through the CSV file method, we recommend that you create a Reference Join field to the App you are looking to reference so that it is available in your CSV file export. Just make sure you remove the column that includes the reference name before importing your file or choose the 'Do not Import' option for it. It is also useful to rename the App ID column to just 'App'(instead of 'App' you use the correct name of your application as each configuration is different) so that the mapping feature is able to identify it.
Import a CSV file to FreeAgent CRM
Each of the apps has its own Import data section. To get started, open the menu and click the search box to start typing 'import'. You can also click on the desired app to display the available options and then click on 'Import X'. There click on the Import button located in the top right corner.
If you don't have this option available on your menu it means that you don't have the required permissions for this feature. Contact your team administrator for further information.
A new window will pop-up with all the details necessary to import a CSV file. Here you can download a template, 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 as those of the fields in FreeAgent CRM 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 from your file. 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. 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.
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.
Another frequent error is 'The value does not exist'. This one means that you are trying to add information to a Reference field or to a Choice list, but that value is not part of FreeAgent. For the Choice list, you can either select the 'Allow ad-hoc' creation box to allow any value to be created during the import or add the missing value manually. In the case of a Reference field, since they create a relationship to another app, you need to add that record to the app first, so that it exists in the system, before being able to import it.
If the file is uploaded correctly, the status will change to 'Completed'. It will also display how many new records were created.
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 with new data to import to the system, always making sure that you click on the 'Import data' option of the right app.
The process to update information that you have already uploaded to FreeAgent is different, as it requires that you export a CSV file from the right app in order to get the ID column. This ID is system generated and is used for identifying the records that you are looking to update. This process will be described in a separate tutorial.