There are different options to add new records to your apps in FreeAgent CRM, as well as to edit and delete them. We understand for 'Record' a single entry or element in your apps, if we take a look at the Contacts app as an example, Katelyn Abel is considered one record.
In this tutorial, we will cover the following topics:
- Navigating to the App
- Creating a Single Record in any App
- Creating Multiple Records (Import CSV File)
- Editing a Single Record
- Bulk Edit Records
- Deleting a Record
- Bulk Delete Records
Navigating to the app
First, you need to use the menu in order to get to the app for which you want to create the record. You can use the search function or click on the app name and select one of the views.
Creating a single record in any app
To create a new contact, account, opportunity, or record in a custom app, click on the three dots icon available in the top right corner to display the available options. There click on 'Create New Contact/Account/Opportunity'. You can also click the 'Create X' option available under the desired app on the main menu.
Please note that the fields that have the '*' symbol right next to them are mandatory fields, which means that they are required in order to create the record. There are, as well, some fields that have system validation to ensure that all data added belongs to the field type. Keeping this in mind, fill in the form and once you are done, click 'Save' to create the record.
You will be redirected to the record's detail page. This way you can start interacting with your new contact, account, opportunity, or record of a different app right away.
Creating multiple records (Import CSV File)
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.
Editing a Single Record
To get started, go to the desired app and click on the record you want to edit. You will notice the 'Edit' button right at the bottom of the information section when you hover over it.
On the 'Edit' window, you will be able to change all the information related to your record, including the owner. Once you are done with the changes click 'Save'.
Bulk edit records
To bulk edit or update your records, first, go to the desired app and select 'List View' from the available views.
Then select the records you want to edit by clicking on the square to the left of the record's name (1) or click on the top-square select the first 50 Records (2). There will be an indicator of the total of records you have selected (3). Below it you have the option to click 'Select all X records' if you are looking to edit them all.
Now here is where the magic happens. You can enter the information you need on any of the available fields, which will be highlighted in blue once you make changes to them. You can change the information of any field as well as adding information for your custom fields. It is possible to change multiple fields at the same time. Keep in mind that these changes will be applied to all the records you selected, therefore you should avoid changes to fields that don't have the same value on all of them.
When you are done editing your records, click the 'Save' button. You will see a 'Success Message' and right after the 'List view' will be updated and will show the new information for your records. The update of the 'List View' could take a few seconds, depending on the total of records and the amount of information to update.
Deleting a record
To get started, go to the Deals app and click on the Deal you want to delete. You will notice the 'Delete Deal' button right at the bottom of the information section when you hover over it.
Once you click on it, you will be prompted to confirm the process. Once you click on the 'Delete' button the Deal will be deleted from FreeAgent CRM. This action cannot be undone.
Note: Only the selected Deal will be deleted, the Lead and/or Accounts associated will not be deleted.
Bulk delete records
It is possible to delete multiple records at once. You can select up to 50 records to delete at the same time, or select them all if necessary. To do so, go to the desired app and select 'List View' from the available views.
Then select the records you want to delete by clicking on the square to the left of the record's name or click on the top-square select the first 50 Records. There will be an indicator of the total of records you have selected. Below it you have the option to click 'Select all X records' if you are looking to delete them all. This isn't recommended as it is not possible to undo the delete operation.
The 'Delete' button will be enabled as soon as you start selecting records. Once you have selected the ones you need to remove, click the 'Delete' button.
You will be prompt to confirm this process by clicking on the 'Delete' button on the confirmation box, as it cannot be undone.