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Import data from a CSV or an Excel spreadsheet

Close.io comes with a powerful yet simple Lead Importer tool that allows you to import leads, contacts, and other data points* from a CSV file or a spreadsheet (Excel, Numbers, Google Sheets, etc.)

To start, click on your name in the top-right corner and choose “Lead Importer”. Next, pick the CSV file you’d like to import…

…or drag the CSV onto Importer’s landing page…

…or copy and paste the contents of your spreadsheet:

Make sure the first row in your spreadsheet is a header row (i.e. a row containing column names). Close.io will use those names to automatically guess the appropriate field assignment. 

There is a limit of 15MB per CSV upload. Larger CSV files will need to be broken down and uploaded separately. 

Note: Unfortunately, you can’t currently import opportunities, notes, calls, emails, SMS, and other non-lead data points. If this data resides in another CRM, consider using our CRM migration feature instead.
 

Assigning Fields

After you finish uploading your data, you’ll have a chance to assign each column from your spreadsheet to a field in Close.io. We will show you a few preview values to make this process easier.

Close.io can recognize many header names and assign them for you. Make sure the automatic assignment is correct, map the remaining columns, and click “Next”. If you don’t want to import data from a particular column, click the “Skip” checkbox.

When multiple contacts/addresses are associated with a lead:

  • Are the contacts/addresses for each lead all on the same row?
    • Choose “+Add another contact/address” and decide which columns to map to.
  • Are the contacts/addresses pertaining to the same lead spread across multiple rows?
    • Group the rows together after you click Next. (More on this below)

If you’re an admin (learn more about different user roles) and Close.io couldn’t recognize some of the columns in your spreadsheet, they’ll show up as custom field suggestions. If chosen, they will be automatically created when you start your import. These custom fields will be created as a “Text” type, but you can change that later in the Customizations settings. Learn more about custom fields

Unfortunately, you can’t currently create new statuses or “Choices” type custom field choices within the Importer. Go to the Customizations settings and make sure all the statuses and choices exist before proceeding with the import.

If you have any issues or questions, don't hesitate to contact us!

Grouping contacts and addresses together

If you have contacts or addresses belonging to the same lead in multiple rows, you can group them together based on any column in your spreadsheet. Close.io automatically determines how many unique values each column contains and informs you how many leads all your rows would be grouped into. For example, if you have a following spreadsheet:

And choose to group rows by “Company”:

The end result will be:

Note that the grouping options only contain columns that actually have some repeating values. If all of the values in a given column are unique, grouping would have no effect on the end result.

If all of the columns in your spreadsheet contain unique values, grouping options will not be available since the outcome of the import would not differ no matter which column you’d group by.

Duplicate Detection

Lead Importer comes with built-in duplicate detection. When you get to the “Options” step, pick a field that uniquely describes your leads (e.g. it can be a company name or a custom field containing your internal system’s customer ID), and Close.io will make sure to only import the ones that don’t exist yet.

You can detect duplicates based on Company, URL, Contact Name, Contact URL, Phone, Email, or any custom field of type “Text” or “Number”. A lead you’re importing will be skipped if any of its contacts’ names/phones/emails/URLs match a contact existing in Close.io

For your convenience, we will generate a CSV with all the rows that were recognized as duplicates and skipped. You can download it from the summary page, which will be covered in the next section.

At the moment, skipping a duplicate is the only option, but we do plan to support various ways to update existing leads based on a similar mechanism in the future.

Summary & Dealing With Validation Errors

After you kick off an import, you can stick around to observe its progress or you can navigate away and see the status of the import later by going back to the Lead Importer and clicking “View Summary”.

When the import finishes, the summary page shows how many leads were created, how many were skipped, and how many failed validation. You can then choose to:

  • Undo the import, deleting all of the leads it created.
  • Download a CSV containing all of the rows from the original spreadsheet that were detected as duplicates and skipped.
  • Download a CSV containing all of the rows that failed validation (e.g. because it contained invalid phone numbers, emails, etc.)

The CSV of leads that failed validation contains all the columns that your original spreadsheet contained plus a “Validation Errors” column that explains which of the values are invalid and why.

The fastest workflow for getting all of your leads into Close.io is to kick off an initial import, then download the CSV with failed leads, fix the errors, re-upload that modified CSV, and repeat that process until there are no validation errors.

Please note that the CSVs of skipped and failed leads are only available for 30 days from the time of the import.

We've got an example import file below to help you get started.

Attachments