If you already have your client base and store it in an Excel table, but want to transfer it to your Uspacy Space, then simply import the data from the file.
💡 Only an administrator or superadministrator of Space can do this.
🪄 You can import deals, leads, contacts, companies and products.
General tips
1. The contact import file can contain both the Name field (John Smith) and separate data on First name, Middle name or Last name - John, Adam, Smith.
That is, if it is more convenient for you to specify all contact data in one cell, then map this column of the file to the field Name at Uspacy.
❗️If there are no columns with data on First name, Last name, or Middle name in your file at all, or you do not map them, then after the import is completed, the fields of the same name elements at Uspacy remain empty.
If it is more convenient to specify names, surnames and middle names in different cells, then map the columns of the file to the corresponding fields at Uspacy.
❗️After the import is completed, the contacts will have First name and Last name as the title, which will automatically be pulled from the filled fields.
2. To store CRM connections, the preferred import order is companies first, then contacts, and then deals.
That’s why:
When importing both contacts and deals, you need to map the file column with company names to the Company field (Entity in CRM). That is, for the connection between the elements to be displayed in the cards, the company must already exist in the CRM. Otherwise, when these fields are mapped, the company information related to the contact/deal will NOT be stored in the Space.
❗️When importing contacts/deals you just need to specify the company name, and not create a connection between the elements, then map the file column with company names to any other text field at Uspacy or create your own. As a result, the necessary information will be transferred there.
When importing deals, you need to map the column of the file with the names of contacts to the field Contacts (Entity in CRM). For the correct display of connections, it is necessary to specify the names of contacts in the file identical to those contained in your database. If the name of the contact differs by even one character, such information will NOT be saved in Space.
This also applies to the import of companies. In order for their connections with existing contacts in the database to be displayed, the names of the contacts in the file must be identical to those contained in your database. There should be a complete match.
3. The deals import file must contain data from only one funnel. That is, for correct transfer and mapping, create several separate Excel tables and import them one by one. 1 funnel with all stages and deals in them = 1 file.
💡In addition, you need to correctly map the fields.
For example, if a column contains text, then do not try to map it to numeric fields or to a phone number field.
For the Checkbox field, the values in the column cells should only be "yes" or "no". Any other text will be interpreted by the system as "no".
The money and currency (at Uspacy these fields must have the type Money) must be specified in separate columns of the file. In addition, the latter must be specified in an international format, for example, UAH or USD. If you don’t do that, the hryvnia will be automatically entered as the currency.
Data in the Date field must always be in the format dd.mm.yyyy or dd/mm/yyyy.
For a field of type Number with a fractional part, the values in the cells of the column must be separated by a dot, i.e. 3.55 or 1.68.
Uploading a file
To start the import, go to the page of the desired entity, click on the gear and select Import from file.
Next, upload the file from your personal computer.
The file for import must be in *CSV format in UTF-8 encoding. In Excel, this is called:
CSV UTF-8 (comma delimited) (*csv)
The columns in it will be mapped to CRM fields. And each row of the file is a separate entity element.
Pay attention to the import recommendations.
You can also use a template.
🔍 If you have difficulties with the correct display of the template in Excel, we advise you to read our article, where we told how to fix it.
Preview and fields mapping
The settings and preview page will open. Here you can configure the import parameters and map the fields from the file to the fields in CRM.
First pay attention to: Encoding, Delimiter and Field mapping type.
💡 Tips
If the data contains extraneous characters, try changing the encoding.
If all the data is displayed in one column, then try changing the delimiter.
Next, select whether the first row will contain headers. If you uncheck the box, it will look like this.
☝🏻If the first row of the file does not contain headers, then it will be imported. That is, as a result of the transfer, a CRM element will be created.
And if you leave a check mark, the headings will be highlighted.
Also specify whether to skip empty columns. If you uncheck the box, then on the preview page you will see an empty column that is in your file.
If you leave a check mark, the column will not be displayed.
❗️☝🏻But note that if the option is active but you still see an empty column, it means that there is no data in the rows that are available for preview. But in general, the file in this column has filled rows, but they did not get into the preview mode.
You can return to the previous settings at any time using the reset button.
For a successful import, you need to map the fields from the file to the fields in CRM. The system does this automatically. But it maps some fields according to the required values.
And others - with the value Do not import. For them, you need to manually specify the fields into which the information from the rows of the file will be transferred.
For a better understanding, at Uspacy you can see the type of the mapped field and an example of its filling.
❗️If you leave the value Do not import, then the data from this column will not be transferred at all.
At any time before the import starts, you can delete all mappings by clicking on the special button.
But you must confirm your actions. The system will also inform you that all fields will need to be mapped manually after the reset. That is, it will be impossible to return to the previous settings, as well as to start the import.
As a result of the reset, all columns from the file will be contained in the Unmapped fields section.
Fields that could not be mapped for technical reasons may also be displayed here.
In addition, you can create your own mapping field if the default ones are not enough.
❗️This option is available only with commercial plans. Learn more about plans and their options ➡️ HERE.
To do this, when selecting a field to map, scroll down the list and click Add.
The form for creating a custom field will open. Fill out the parameters and save.
❗️Pay attention
When creating a List and Label type field, you need to either specify values identical to the values of the column with which the mapping will be made, or do not fill out the list/label options at all - during import, the value will be automatically filled out with options from the file.
🔍You can read more about creating custom fields in the following article.
Now you can select a new field when mapping.
If you have to map a user type field, for example, it could be the Person responsible, then map the users from the file to the users at Uspacy before the import starts.
You will automatically go to this step after clicking the Continue button.
If the names and surnames match, then they will be mapped at once. If not, you will have to do it manually.
When it is ready, go to the next step.
Import peculiarities for leads and deals
When importing these entities, you will see stages displayed at the top of the page. The first (Field mapping) is almost the same as for Contacts or Company.
The difference is that to start importing leads and deals, you must have the Stage column in the file and map it to the same field at Uspacy. This will allow to proceed to the next step.
❗️If you skip this and start the import without mapping the Stage field, then all your deals will be transferred to the first stage of the standard (first) funnel.
Click Continue to proceed to the next step.
The system will automatically start mapping the stages from the file to the stages of the first (standard) funnel. If no mapping is found, the option to create a stage during import will be specified.
But pay attention to the funnel control block. Here you can specify the correct one, that is, the one to which the deal from the file is planned to be transferred. Or create a new one if your plan allows it.
After selecting the desired funnel, the stages of deals of which coincide with the stages from the file, will be automatically mapped. This will work as long as the stage names from the file and from Uspacy are identical.
💡Of course, if necessary, you can change the stages manually.
If the data from file is not enough that need, you can select the option to create when importing. And as a result, after transferring the data, a stage from the file that was missing in the mapping process will appear in your CRM.
If failed stages are imported, specify the reason for failure.
It can also be created during import. And as a result, after transferring the data, a stage from the file that was missing in the mapping process will appear in your CRM.
In addition, at any time you can go to the settings of the funnel into which you plan to transfer transactions from the file.
The possibility to rename, create new stages and failure reasons is available here.
🔍 You can read more about configuring funnels in the following article.
If you have to map a user type field, for example, it could be the Person responsible, then map the users from the file to the users at Uspacy before the import starts.
For this, switch the appropriate tab.
If the names and surnames match, then they will be mapped at once. If not, you will have to do it manually.
When everything is ready, you can move on ⬇️
Import peculiarities for products
You will also see the steps displayed at the top of the page when importing this entity. The first (Field mapping) is almost the same as for contacts or company.
The difference is that to start importing products you must have the Category, Availability, Units of measurement, Taxes and Product types columns in your file and map them to the same fields at Uspacy.
❗️If you skip this and start the import without mapping these fields, all your products will automatically receive the default values.
In addition, you will not be able to start the import at all if you do not map the product name column from the file with the field that is responsible for the name of the goods/services at Uspacy.
Click Continue to proceed to the next step.
❗️Please note that custom fields cannot be imported for products. Only default values are transferred.
Here you need to map the product entities namely Category, Availability, Units of measurement, Tax and Product type. Simply switch between the tabs to map the data from the file to the data at Uspacy for each one.
The system will automatically map these product entities in case the data from the file and the data at Uspacy is identical.
If there is no mapping, the default option will be substituted. Category - No category, Availability - Yes, Units of measurement - Pcs, Tax - No tax, Product type - Goods.
You can manually map or even create a custom value for some product entities during the import process.
💡 You can create a new value for Categories, Units of measurement and Taxes.
And then map.
🔍 You can read more about how to work with products in the following section of our Knowledge Base.
When everything is ready, you can proceed to the next step ⬇️
Start of the import and the result
After configuring field mappings and import parameters, you can start the process of transferring data from the file to CRM. To do this, click the Start import button.
📌 We remind
At least one mapped field is required to start the process. Otherwise, the system will not be able to start data import.
Data from fields left unmapped will not be migrated. Therefore, keep this in mind when starting the import. But the system will allow you to go back and map the fields so that you don't accidentally lose important data.
Now just wait for the import to complete to start working with your data at Uspacy.
If the import is successful, you will see the corresponding page 🚀
💡In case of an error, you can try to upload the file again, map the fields and start the import.
Now it is ready! The data has been transferred to your Space, you can start working with it.
If you have additional questions or you need to contact the support, send a request to this email [email protected]