Importing data through a CSV file is the fastest way to get your data created or updated in FreeAgent CRM. The importer includes a template you can download to get your data ready, and it also includes a Field Mapping feature that allows you to match a column in your file to an existing field, in case they don't share the same name. You can also create fields right there in case you are missing one or more to get your data to FreeAgent CRM.
Note: Since FreeAgent CRM is fully customizable, the name of your apps could be different from those shown in this tutorial. Here are the descriptions of the most common Apps:
- Contacts: This app handles the contact information, it could also be called Leads, Customers, etc.
- Accounts: This app includes the information of the Account, Company, or Organization of the Contact. In some of the existing setups, this App could be deactivated.
- Opportunities: This is where you keep track of your Sales pipeline, meaning it could be called Sales or Deals. There are some cases on which this app is used with a different purpose in mind, like Projects.
Edition Qualifier: This feature is available in all FreeAgent Editions.
User Permissions: Role-based restrictions, If you are unable to import files, please reach out to your team's administrator.
Prerequisites: Before importing your data, make sure that you have completely configured your Apps. This is essential for the Template CSV file to include all the fields for your Apps.
If you are unsure about the order in which you should be importing your data or if you have any other questions, please reach out to support, by clicking the 'Live Chat with Support' button.
In this tutorial we will cover the following topics:
Getting your CSV Files Ready
The very first step needed to start the import process is to get your files ready. This involves a couple of steps.
Download CSV Template
You can start off by downloading the CSV template available for each of your apps. In the menu, click on the App's name to display the available options and then click Import [App Name]. Once you are in the right App, click the 'Import {App Name}' button on the top right corner.
In the import window, the option to download the template is located in the top light blue bar, and the download will begin right when you click 'Download our recommended templates'.
Note: You will need to repeat this process for each of your Apps, as the template CSV file includes the specific configuration for each of them.
Now that you have your template file, its time to fill it with your data. At this time we recommend that you clean your data very well to make sure you import quality data. This clean up includes making sure that you are only adding relevant information for you and your team. Also that phone numbers, addresses, emails, etc.. are well-formatted. Your file shouldn't include any empty columns or rows.
It is worth mentioning two things: 1) the ID column should be empty if you are importing new data, however, if you are looking to import updates to your existing data, that column should include the record ID. 2) For those fields that are References to records within your Apps instead of having the Name of the record, it is necessary to use the record's ID. We will talk about this in more detail later.
Creating Fields during Import
It is strongly recommended that you have your App completely setup before starting the Importing process. However, you have the option to Add Fields as you Import your file. Simply select the row that contains that column and click the "Add Field" button.
In the create window, 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 the following tutorial:
Fields
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.
Import Sequence
Given the existing relationships existing in the data, the import process should follow a specific order. The name of the Apps may vary given your team's configuration but the order should be:
First, create your Accounts (or Organizations), then you will need to create your Contacts (Leads or Customers) and lastly your Opportunities (Deals or Sales). It has to be done following this order, as we need to include the IDs to create the relationships. The same applies to any Custom app that includes a reference to another App as the IDs are needed to create those relationships as well.
To simplify this process, we recommend that you specify Unique fields for each of your Apps.
Unique Fields
The recommended unique fields for the most common Apps are:
| APP | RECOMMENDED FIELD |
| Contacts | Work Email |
| Accounts | Name |
| Opportunities | Name |
Please keep in mind that your Apps could have different fields, therefore you should use the one that makes the most sense for them.
To learn more about unique fields, please visit this tutorial:
Unique Fields
First Steps
Download the template for your Apps and fill in the information you require. If you already have the information in another spreadsheet, we recommend that you organize your information based on the template, to make sure that you have all the fields in your app or create new in case you are missing some.
Note: If possible always use the field name as the column name in your file as it will help the mapping process.
There are different field types available in FreeAgent CRM, if you would like to learn more about them, please visit the following tutorial:
Field Types
Note: It is not necessary to fill out all the fields. In case you don't want to add information for a given field, then remove the column from the file before importing.
Importing Accounts
Follow the recommendations in 'First Steps' section to get your file ready and once you are done, export it as a CSV file. Then go to Import Accounts, click the 'Import Accounts' button.
In the import window, click on the blue rectangle to select your file from your computer's file manager or drag and drop your file and click the 'Next' button.
Field Mapping
The next step is to verify that all the information on your file was Mapped correctly to the Fields in FreeAgent. If you used the template as a base for your file all the information should be mapped correctly. However, if a column wasn't mapped, it will show in red.
You will need to click on the arrow to display the available fields and select one that matches the column or simply select the 'Do Not Import' option if you want to skip it from the import process.
Once you have all your fields correctly mapped, click the 'Save' button.
Import Process
The import process will begin right away. You can track the progress in the Status column. It will show 'Processing' while the import process is still running. You can refresh the status by clicking the 'Refresh List' button.
The import process will be ready once the Status is 'Completed'.
If the status shows that the import failed, it will provide you with an error count in the 'Errors' column that you can click in order to get more information about them. To learn more about the most common errors when importing data, please visit the 'Understanding Import Errors' section of this tutorial.
Importing Contacts
Follow the recommendations in 'First Steps' section to get your file ready and once you are done, export it as a CSV file.
When importing your contacts, you can create a relationship between them and their account. Make sure that the Account Name field in your Account App is marked as 'Unique'. This will enable you to use the Account name to create this relationship.
Once you have your file ready, go to your Contacts app and click 'Import Contacts'. Then click the 'Import Contacts' button. In the import window, click on the blue rectangle to select your file from your computer's file manager or drag and drop your file and click the 'Next' button.
The next step is to verify that all the information on your file was Mapped correctly to the Fields in FreeAgent. Review the 'Field Mapping' section of the tutorial for more information.
The import process will begin right away. Review the 'Import process' section of this tutorial for more information.
Importing Opportunities
Follow the recommendations in 'First Steps' section to get your file ready and once you are done, export it as a CSV file.
When importing your opportunities, you can create relationships between them, the main point of contact, and the account.
Make sure that the Account Name field or the one you preferred, in your Account App is marked as 'Unique'. This will enable you to use that field to create this relationship.
In your Contacts App you will need to define a field as 'Unique' as well. The recommended one usually is 'Work Email', but you can use the field that works best for you, just make sure that you include it in your file so that the relationship is created.
Once you have your file ready, go to your Opportunities app and click 'Import Opportunities'. Then click the 'Import Opportunities' button. In the import window, click on the blue rectangle to select your file from your computer's file manager or drag and drop your file and click the 'Next' button.
The next step is to verify that all the information on your file was Mapped correctly to the Fields in FreeAgent. Review the 'Field Mapping' section of the tutorial for more information.
The import process will begin right away. Review the 'Import process' section of this tutorial for more information.
Understanding Import Errors
Whenever an import fails, the errors column will provide a count of the errors found in the file. When you click the number of errors a window will open providing a list of errors. The list includes the number of the row where the error was found, the name of the Column, the value with the error and a description of the error. In order to shorten the import process when errors are found in the file, the system will identify the first 50 errors, so we recommend that you review the entire file and not just the errors shown in the system.
Let's look at each of the errors in detail.
Error Description Meanings
"The reference value could not be found". This error is usually found in columns that map to Choice List or Reference fields. It means that the value used in that cell of the file doesn't exist in FreeAgent CRM.
In order to solve this error, make sure that the value in your file looks exactly the same as the options in FreeAgent CRM, they are Case Sensitive.
If the Choice or Reference doesn't exist, create it first and then try to import your file again.
"This is not a valid number". This field type expects a number, either an integer or a decimal.
"This is not a valid date". The date field also expects a specific format. The date should include day, month, and year. The year should include 4 digits. The date should look like this: 2020-06-04 (yyyy-mm-dd)
"This is not a valid email address". When this error is found, it usually means that the email address is missing the '@' sign or the domain extension (.com, .net, .edu, etc...)
"This is not a valid phone number". The most common cause for this error is including the extension with the phone number. Extensions should be saved in a separate field. The phone number format can include '()' and/or '-'.
Special Considerations
- To keep the field mapping process simple for you, make sure the column names are the same as field names. The Field Mapping will try to match column names in your spreadsheet to system field names.
- Beware of extra (blank) columns at the end of your file. These will cause errors.
- The first column should be as populated as possible, not sparse. This may also cause errors.
- Check and make sure all drop-down values exist. Case sensitive. This is true for any Choice List information as well as for Reference values.
- Avoid using the Create Field option when importing. It's best to create the fields before.
- & could get imported as &. So you may want to find/replace &s with and's.
- The importer will update records if the record value is found in the ID column, otherwise, it will create the record.
- Columns with missing headers will also cause the importer to fail.
- Calculated fields are not calculated on import. In order for the calculations to occur, the records need to be updated at least once.
- We recommend not to use apostrophes " ' " within your file, these sometimes cause errors during import.