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 tab 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 (you do not need to use all default fields from the old software).
Import a CSV file to FreeAgent CRM
To get started, first, click your portrait and select Settings (1), then click on 'Import Data' in the menu that will come up on the left-hand side (2) under Composer. There, select the desired app and then click the 'Import' button (3).
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, 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 is one that it can not match, it will mark it in red.
You can select one of your existing fields in FreeAgent CRM to map that column by clicking on the dropdown.
Or you could 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.
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. 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'.
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 app.
Now that you have your data uploaded, we can take a look at your apps in detail, we will cover this in our next article.