Import Contacts with Uploaded CSV or XLSX File - Aidium

Managing your own Contact Imports can be completed in a matter of just a few steps and a little bit of organization ahead of time.

CSV is a universally accepted file type that can be read by any application that handles spreadsheets. XLSX is a standard format used by Microsoft Excel.

Either format can be used to import into Aidium. Most often, when exporting from another CRM/system, you'll be provided a downloadable CSV.

There are times when it may be easier to Manually Add a Contact multiple times, rather than manage an import (or requesting someone else manage your import). Generally, if you have a list of 1-10 contacts, it may take less time and effort to simply create each contact manually.

• Spreadsheet Setup
• Importing walk-through
• Contact Fields available

Spreadsheet Setup

When setting-up a spreadsheet before importing, it's helpful to understand what is required, suggested and what is optional.

• Required: First Name, Last Name, Email -or- Phone (at least one communication medium must be added)
• Suggested: Type, Status, Tags
  
  • Type: Either "Client" or "Partner" - if neither is chosen, it will default to "Client"
  • Status: Usually one or two words. This will describe what the current situation of the contact is (Lead, Prospect, Closed Borrower, Agent, etc)
  • Tags: Since we can add multiple tags, this tells the "story" of the contact (Realtor, Friend, Top Agent, Weekly Newsletter)
• Optional: All other contact fields, custom fields, and Related (linked) contacts.

It may be helpful to start with this Contact Import Template: download here

Importing Walk-Through

1. In the Contacts section, look for the button on the upper-right with three vertical dots - Click it and choose, "Upload CSV".
   
   
2. A pop-up will appear, allowing us to choose the User for whom we're importing contacts. This is to allow anyone on the team to import contact on behalf of another user. If we're uploading on behalf of another User on our Team, we'll click the drop-down and choose their name. This will automatically set the Contact owner to that user.
   
   
3. Next, the screen will be taken over by the Contact Import screen. At any point, we can click the 'X' in the upper-right corner to return back to the Contacts section.
   
   
4. From this point, we can either drag-and-drop a file into the browser, or we can click the 'Select file' button to add a file using the normal file manager (File Explorer on Windows, Finder on Mac). See the below animated GIF showing both methods of uploading.
   
   
5. After a successful upload, we will see a preview of the uploaded document. If the uploaded document does not have a row for Header showing what each column title is, click the link, 'Skip and use alphabets as headers'. If we do have a row for Header, click the 'Continue' button.
   
   
6. We can hover over each to preview the data (preview displayed at right side of screen) to make an informed decision. Chances are, the majority of fields will be automatically mapped correctly. However, it's important that we verify each field and the data contained to ensure everything is setup to map correctly. When all fields have been specified, click 'Continue' button. See animated GIF below.
   
   
7. Once we are satisfied with the contact field mappings, click the 'Continue' button at bottom. This will take us to the final import step - "Review and finalize". In this step, it will display any errors that would keep a new contact from being generated. We can also directly edit any fields before submitting for the final import. In the animated GIF below, we will show a single phone# error and how to remedy.
   
   Be sure to click the 'Submit' button when we receive the success message!
   
   
8. Once the process is complete (depends on how many contacts are imported and a number of other factors), we will be returned to the Contacts section where we can now find the imported contacts. If there are errors from the import, we will be notified in the 'Import Completed' email and given the opportunity to review those errors.
   
   It's imperative that when we get to the 'Success' screen, we finalize the import submission by clicking the, 'Submit' button at the bottom.
   
   

Contact Fields Available - Linking/Mapping columns to appropriate contact fields

There are may be times when a column name doesn't match-up automatically with an appropriate contact field, -or- there may not be column names on the document. Here, we will demonstrate how to match those missing field mappings. This method does take a bit more attention to detail, as each column will require interpreting the data and mapping to the correct field.

1. Using the same import document (CSV) as previously used, but without column names, we will click on, 'Skip and use alphabets as headers'.
   
   
2. The next screen will appear similar as a normal import, but now, we must choose the fields to map each data-set to. For the most part, these should be very intuitive. In the below animated GIF, we will show how to link/map each data column to their corresponding contact field.
   
   Hover over each Column or corresponding field drop-down to load a preview the data contained within each column of the spreadsheet we uploaded.
   
   
3. To view the next steps in importing, click here to jump to the previous section.