amoCRM supplies you with an awesome feature for your business – Import. If you’ve just started using amoCRM and want to upload your client base to our system, this is an amazing option for you. Most online services have an export feature that takes a client base and turns it into an xls or a csv file. You can import that file to start working with amoCRM without any delay.
Let’s take a look at how to prepare a file to be imported and get the data successfully into amoCRM.
Preparing a file to be imported
First, let’s talk about the format and structure of the file you will be importing. Please make sure your file follows the requirement below before you start:
- The format of the file should be xls, .xlsx, .ods or .csv.
- The uploaded file size should not exceed 2MB. If your file is more than 2MB, please break it into several files and upload them separately.
- If your file contains more than 10,000 lines, break it into several files.
- Delete any empty lines/columns or the lines/columns that you’re not planning to import. It will make it easier for you to match the fields and no unnecessary information will get uploaded.
- Make sure you only have one sheet in your document. The system will import only the first sheet.
- Make sure all the columns in your file match the names of the fields in amoCRM, including the capitalization of letters and the spelling. Otherwise, you will have to match the fields manually.
- The field for the contact name should be called ‘Contact Name’ (Name starting with the uppercase N).
- If you upload Leads, make sure you have a Lead title in the file, otherwise, the file won’t be imported
- If you upload Contacts and Companies, make sure you have the respective Contact/Company name in the file, otherwise, the file won’t be imported.
Here is what a correct field should look like:
How does import work?When your file is ready and follows all the rules we mentioned above, you can start importing it. In amoCRM, you can import pretty much anything: companies, contacts, leads, customers, all the custom fields, notes and catalogs. You can use the import feature from any section of your account: Leads, Lists or Customers.
For this example, I will import from the Lead section. To start importing a file, go to Leads,click on the three dots in the top right corner and choose ‘Import’ from the list:
The import window will open: here you can either download an example or import your own file:
To upload your file, you can either drag and drop it into the window or click the ‘Load file’ button. After you do this, the Import settings mode will appear.
Delimiter during import
Let’s talk about the delimiter of your file. The system chooses it automatically depending on the format of your file. For example, .csv files are separated by a comma. If the system doesn’t choose the Delimiter correctly, make sure to switch it to the right one. In case the delimiter is incorrect, everything will be imported on one line.
So how to define a delimiter of your file? This is a list of delimiters for the 4 supported file types:
- If your file ends with ‘.csv’ – it’s comma separated
- If it ends with ‘xls’, ‘xlsx’ or ‘ods’ – it’s semicolon separated
Matching the field data
If you’ve prepared the file correctly and the headings match the fields in amoCRM, you are off to a great start!
However, if you don’t have any headings in your file: uncheck the ‘Do not import the first line (contains field names)’ box. By default, the system starts importing it without the first line to avoid importing headings.
Under each column in the import settings, there is a coinciding amoCRM field. If the field doesn’t match any of the fields in amoCRM, it displays ‘Do not import’ and this column doesn’t get imported into amoCRM.
Let’s imagine I have a field ‘Country’ in my amoCRM account under the contact. Oh, I forgot to name it correctly in amoCRM and now it says ‘Do not import’. How do I fix that?
To solve the issue, click on the Select box below the column. The section where you need to import the fields are in gray: Lead, Customer, Contact and Company:
All the fields that belong to them are under the respective section. Here is our field in the Contact section. Click on it to choose it.
Creating new fields when importing
If you don’t have a matching field in amoCRM, you can set it up on the go. Just scroll up to the ‘New custom field’ option.
After you click on that option, you will be able to name the field, choose its type and decide in which section to upload it (Contact, Company or Lead) and save the settings.
Tags when importing
When you are importing a file to our system, an automatic tag gets attached to the card you are importing. This feature helps you search for the data in amoCRM after you import it. The automatic tags are formatted like this: ‘import_datemonthyear_hourminute’. For example, ‘import_08022019_1253’.
During the import, you can also attach and create your own tags. You can choose an existing tag:
Or create a new one by typing in the ‘Create tag field’:
After the import is complete, you can Filter by this tag using the ‘Search and Filter’ bar in Leads, Lists or Customers:
After you press ‘Apply’, only the imported data will appear:
Matching fields can be a very tiring task. Of course, we would suggest naming all the headings the same as the fields in amoCRM. However, if you didn’t do that beforehand and matched all the fields manually, you can save a template for the future imports you are going to make. With a template, amoCRM will automatically recognize the column names and match them to the correct fields.
To create a template, just enter its name in the ‘Save template’ field:
If you have already created your template, you can choose it in the ‘Template’ field:
Successfully Importing a file
After matching all the fields, we are ready to upload the data to amoCRM. Press ‘Next’ to complete the import. The system will start importing the leads and the following window will open:
When the import is finished, the system displays the results of the import. Press ‘Continue with CRM’ or ‘Show the imported data’ to see your results.
Field types during import
There are a couple of things you need to keep in mind when importing data into amoCRM fields. Let’s take a look at each one of them in detail:
- Date type fields: To import any date type field, you will need to use the following date format: DD.MM.YYYY or MM.DD.YYYY. Otherwise, it will not be imported. If you plan to import any dates, the file should be in the .csv format.
- Creation date: If the creation date is not stated in the file, it will be the date of your import.
Birthday: If the date format is incorrect, the birthday field will contain the following date: 01.01.1970
- Select type fields: All the select options are case-sensitive and need to be spelled correctly, otherwise, a new option gets created. You can uncheck the “Automatically add items to list” pin to avoid that.
- Multiselect: If you need to import a couple of options at the same time, separate them by commas: option1, option2, option3.
- Radio button: If the option is missing in the file, the first option in the field will be chosen by default.
- Checkbox:In order for the box to be checked, enter the value “Yes” in the cell. If you don’t need the box to be checked, then leave this cell empty.
- Numeric type field:For these types of fields (including Sale) the value should be an integer.
- Address: There can only be one address type field. To import this type of file, split the value into the following columns: Country, Region, City, Zip-code, Address.
Importing data into different pipelines and stages
By default, all the uploaded data goes into the first pipeline and the first stage, no matter from which pipeline you import the file. You can change that by adding two extra columns into your file: Pipeline and Lead Status(for lead stages):
- The names should be spelled identically to the pipeline/stage name in amoCRM.
- The ‘pipeline’ name is not case-sensitive but if you misspell it, the uploaded leads go to the first stage of the first pipeline.
- The ‘lead status’ name only accepts the ‘first word upper-case’ format. For example, ‘Offer made’ or ‘Initial contact’.
- If you add just the ‘Lead status’ columns, the leads will be imported into the first pipeline.
If you’ve done everything correctly, the data will be imported into the right stage:
How does amoCRM deal with duplicates when importing?
When you import a file, amoCRM looks through it and merges the needed duplicates. Let’s take a closer look at it:
- If two lines in your file are absolutely identical, amoCRM will only import 1 line.
- If two different lead titles have the same contact and company name. Two separate leads will be imported with the same contact and company attached to them.
- Contacts with a different company and lead are counted as different contacts.
- If 2 leads have the same contact name and no company, then 2 different leads with the same contact are imported:
- If contacts and leads are the same and the companies are different, then nothing will be merged.
How to import leads with a few contacts attached?
In this case, the contacts need to have the same company and lead title:
This is what you will see in amoCRM: