Mass import your client and contact lists into Accelo to add a large amount of contacts to your system at once, or make a mass edit update to your existing clients lists. When you keep all of your contacts in Accelo you have the benefits of things like central access across your team, address book sync with colleagues and automatic email capture.
Using this guide, you can:
Most sales or contact management systems (including your Outlook Address book) allow you to export your client information as a CSV or in another spreadsheet format which you can easily convert to CSV using Microsoft Excel.
Please note - when exporting or collecting your client information:
You must use a Comma Separated Values file (CSV) for your import to work properly.
Your CSV file must contain the Company Name, Contact First Name and Contact Surname at minimum.
Your .csv files should be limited to 1000 rows to optimize import performance. Files with more rows of data may stall out so that the import process does not complete.
If you have some custom or advanced fields that help you describe or classify your contacts, you may need to create custom fields if these fields do not yet exist in Accelo.
For example, if your CSV contains an industry column (indicating industry that a client relates to), and perhaps a trivia field like their favorite ice cream flavor, then it might look something like this:
Before you import, you should set up some custom fields in Accelo - either profile fields or category fields - using the same title and values options found in the specific column of your spreadsheet as found above.
Once you've configured Accelo to have fields matching your import file, specifically any custom information, it's time to start the import. We'll be going over each step and configuration below.
You will need to have admin access to complete this process.
We don't expect everyone to import from a CSV only once, and you may have imported from other sources such as your integrations as well. Because of this, we offer a number of Matching & Merge Options should we find any Companies and Contacts that already exist in your Accelo account. We'll be going over each one below.
Do Nothing - Skip: We will not touch the existing match in Accelo, and will not import any values in the row of that company row of the CSV import.
Do not overwrite - Only update empty fields: We won't overwrite any existing data, but if we find any empty values in Accelo that have been mapped in this import, we will populate the blank Accelo fields with the imported values.
Overwrite - Update all fields: Every mapped and matching field in the CSV import will overwrite any existing Accelo field.
Match most recently created - Match the one that has the most recent creation date within Accelo.
Match first created - Match the one that has the earliest creation date within Accelo.
Match most recently edited - Match the one that most recently has had an edit to its key fields. Such as a Manager, or a Status Progression.
Depending on what fields you chose to import, there will be some required fields that need a fall back in case you have empty values. We recommend using our merge fields when the Company field is empty, which replaces it with Contact field values:
For any other mandatory fields, we leave it to your discretion. For example, "Main Contact" is a possible fallback if the name is empty.
At last, we're at the final steps! You'll be given a preview of your import and how the fields will be mapped within Accelo. Based on my examples above, it would look something like this:
As you can see, it looks very similar to my CSV Import file. If things have gone right, your preview should look very similar to your CSV Import. The only difference is the column names are now named after the Accelo field it will be going under, and whether or not that field belongs to either a Company or a Contact.
If everything looks correctly mapped, hit Complete at the bottom right, and you'll receive a final confirmation. Hit Proceed after that, and your import will begin.
The import process may take a few minutes depending on the depth of your CSV. During this time, you'll find a "View Log" option available where you initiated your Import.
The log will give you a very detailed breakdown on what was successfully imported, and what wasn't, and can even be expanded to show you the details and logic behind each field being mapped. In the example below, my ABC Company was matched to an existing company, so it was only partially imported (new fields imported, but old ones not overwritten) based on my matching preferences.
When the import is done, you will also be given the opportunity to download the results in an email notification that is sent to the uploader.
Note that all three results files are generated regardless of whether there were any warning or errors.
The import process will avoid duplicating companies.
Accelo will recognize if a company you are importing already exists, and will update the details based on the data in the spreadsheet. To see the details of what records were created see the _created.xls.
Also, if a company is listed twice in the importing spreadsheet, it will only be imported once, with the details of the later version being the ones that are saved. The same method applies for contacts at a company. However, if you have the same contact at different companies, or no company, they will both be created as unique contacts - this is often the cause for duplication.
If you find you still have a lot of duplicates contacts in the system after importing, you can manually clean them as you discover them through merging.