Importing contacts & related organizations from two separate spreadsheets

Problem


Wendy has two spreadsheets. One is a list of contacts and relevant information, the other is a list of the companies (organizations) those contacts work for. 

Though several contacts on the spreadsheet reference the same company, the phone numbers for the contacts and the companies they work for are different.  In fact, some contacts have unique addresses, so the company records and the contact records have to be separate, but they should relate to each other in the CRM.

 

Solution


Import the company records first as organization records first, then import the contacts into the CRM as contact records.

There’s a  great feature when importing contacts that’s called “Create and/or Relate Organization Records” and it will match the newly created contacts with the any existing organization records. If no match is found, then a new organization record will be created and related to the new contact during import.

Step 1: Import organizations CSV/XLS

  • Click the left navigation button
  • Click on organizations
  • On the Organizations Dashboard, click the the Add+ button
  • In the dropdown, click the Import Organizations button
  • On the Import Organizations page, upload or drag/drop in your Organizations csv/xls
  • Fill in any other needed options
  • Click Next
  • On the map fields step, match the columns needed from your CSV to existing CRM organization field names
  • Click Next
  • The CRM will tell which fields in your CSV/XLS remain unmapped.
  • If all looks fine, click the Confirm button

 

Step 2: Check to make sure your new organization import has completed

  • On the header, click user menu icon
  • Click on Settings
  • On the Settings page, find the Data Administration box
  • Click on Import History
  • Find the name of the file you used for importing organizations in step 1 above. If the status is completed and record count for “created” is accurate, you’re all set to import your organizations

 

Step 3: Import Contacts CSV/XLS

  • Click the left navigation button
  • Click on contacts
  • On the Contacts Dashboard, click the the Add+ button
  • In the dropdown, click the Import Contacts button
  • On the Import Contacts page, upload or drag/drop in your Contacts csv/xls
  • Under the Create related Organization records option, check “Yes-my CSV has a column of organization names.”
  • Fill in any other needed options
  • click Next
    On the map fields step, match the columns needed from your CSV to existing CRM contact field names. Don’t forget to map your company names to the “Organizations” field for your CRM contacts.
  • Click Next
  • The CRM will tell which fields in your CSV/XLS remain unmapped. If all looks fine, click the Confirm button.
  • The CRM will now create your contacts. If a matching name for the new contact’s organization name is found, the new contact will be related to it. If there is no matching name for the contact’s Organization name already, then the CRM will create a new Organization record and relate it to your new contact.