If you have a product catalog in 1C, another CRM, or any other services, and now want to switch to KeyCRM, you need to import these products.

Importing is done in a few steps; you can either create new products or update existing products in the catalog.

Step 1. Prepare the file

In order for your file to load correctly and the data to be imported, it must be prepared:

• acceptable import formats: *.xlsx, *.csv, *.ods;

• the file encoding must be UTF-8;

• To update products via import, they must have a product ID and variation ID (if the product has variations) or SKU.

• If there are several variations of a product, each variation must be listed on a separate line, with mandatory indication of the name of the product to which it belongs;

• If you specify the properties of products, their values must be indicated in another column (in one column, the name of the property «Size», in another, its value «XL», «L», «M»);

Example:

• Product images are imported via links. To add multiple images to a single product, specify links to them in different columns or in one column using a comma as a separator. The link must have a file extension at the end; links from Google Drive are not suitable.

• Links to images for product variations must be specified in a separate line, with the name of the product to which they belong mandatory.

Example:

• Along with the main product fields, you can also add custom fields;

• To import categories, specify them using «;» in one column, for example, «Phones; Smartphones; Samsung». This will create a category called «Phones» in the CRM, with a second-level subcategory called «Smartphones» and a third-level subcategory called ‘Samsung’ within the «Smartphones» subcategory:

• The warehouse is a separate section in our system, so stock balances are added separately. How to do this is described in detail in the guide on editing, receiving, and importing stock balances!

Step 2. Upload the file to KeyCRM

Go to the «Catalog» → «Products» section, click on the triangle next to the «Add product» button, and select «Import products from file»:

The window will display the history of all previous imports. To make a new one, click the «Select file to import» button in the upper right corner:

Once the file has been selected, you will see what data the system has recognized.

Step 3. Import settings

Import parameters

First, you need to configure the import parameters (fields at the top of the table):

• Import from row — specify the row from which the system will start importing products;

• Update existing products — enable the switch if you need to update products that have already been created in the system. When the switch is disabled, new products will be created. Rows containing existing items will be ignored.

Column matches

After configuring the parameters, you need to specify which column in the table will correspond to a specific field in the product.

Above each column, there is a row with buttons labeled «Select». Click on it to expand the list of all available fields and select the one that corresponds to the information in the column.

Once you have verified that all data has been correctly recognized and have set the column correspondences, click the «Import» button in the lower right corner.

Actions after successful import

After importing, you will see a message about successful completion (or receive a message by email if the file was large enough).

Also, a record will appear in the import history, which will show:

• Number of imported rows;

• Number of new products;

• Number of updated products;

• Number of rows that could not be imported due to incorrect data (by hovering over the «!» icon, you can see which rows were not imported and the reason for the error);

• The button to cancel the import is only available for 24 hours for users and for 2 weeks from the moment of import for the CRM owner. At the moment of cancellation, the system deletes all products that were created after the import: