Uploading pipeline cards by importing from a file to keyCRM

If you have previously worked in another CRM, Google Sheets, or Excel, and want to switch to keyCRM while preserving your card history, you can import data from your old database.

Step 1. Preparing the file

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

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

• the file encoding must be UTF-8;

• To prevent the system from charging you for imported cards ($9 for 2000 cards), be sure to specify the «Creation date» column, which must contain dates from previous months;

• Along with pipeline cards, you can import user fields for both pipelines and customers;

• If there are several products in a card, then each product must be a separate row, with the mandatory indication of the column «Pipeline: ID» to which it belongs, otherwise a new card will be created.

• At the same time, if you need to save the card number or name on an external resource, duplicate this column and specify «Pipeline: Title» for it;

• Product images are imported via links. Therefore, you need to create a separate column in which each product has a link to the image. The link must have a file extension at the end; links from Google Drive are not suitable;

• Phone numbers are best specified in international format with a plus sign – «+380XXXXXXXX».

• If the file contains several phone numbers or email addresses, they can be specified with a comma or the same values can be selected if they are specified in separate columns.

• If the customer's full name is specified in different columns, select the column «Client: Full name» for each of them;

• To specify the responsible manager for the card, enter the first and last name of the corresponding user or their ID in a separate column.

Step 2. Uploading a file to keyCRM

Go to the «Sales» → «Pipelines» section, click on the triangle next to the «Add lead» button, and select «Import to pipeline from file»:

The window will display the history of all previous imports. To perform a new import, 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 settings (fields above the table):

1. Import from row — specify the row from which the system will start importing cards;

2. Pipeline — select the pipeline to which the import should be made;

3. Status — select the status that the imported cards will have;

4. Source — select the source that will be displayed on the cards;

5. Currency — displays the name of the currency specified in the source settings, which will be displayed in the products/services after import;

6. Create clients — activate the switch if you need to create buyer cards from the import file.

7. If the switch is off, client cards will not be created, but client data will be displayed in the pipeline card.

Column matching

After configuring the parameters, you need to specify the columns in the table that will correspond to a specific field in the card.

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

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

Actions after 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:

• the number of imported rows;

• the number of new cards;

• the «Existing» column is not relevant for cards;

• the 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. Upon cancellation, the system deletes all cards created after import: