How do I import an Excel or CSV File?

Please import Leads and Companies first, followed by People, and then Opportunities.

    • We only support importing with an Excel or CSV file. We do not support special characters.
    • If you have team and visibility permissions on, only administrators can import files
    • ProTip: Do a test import with 5 records first
    • If you are exporting from another service, please follow these steps instead: click here

 

Walkthrough Video:

 

 

Step by step instructions:

1 - Click on the Menu  icon located at the top left corner.

2 - Select System Settings
 

3 - Navigate to Import Data under Data Management.
 

4 - Select the data type you want to import. If you are importing from another CRM, please follow the instructions here. Otherwise, continue.
 
 
Leads: a lead is a person you have not qualified (ex: contacts through a raffle). Once you have imported your leads, you can click to convert them to a contact and/or an opportunity in our system. After they are clicked to be converted, the company of the lead will show in your companies section, and the person will appear in the people section. Even if you do not create a company for a lead, we automatically create a company when you convert the lead to a person. Delete the company that is created if you do not want to keep it. Click on the image to expand.

Companies: the key is email domain. Companies are the top level category. In blue are the hardcoded dropdown options you can add to your sheet before you import.
People: People are contacts you would like to do business with, not users in your company account. For People files, the key is email address. Check for duplicate email addresses before importing. In this file, create a column called Company. That is how you will assign companies to people (just make sure they are spelled the same). Click on the image to see more available fields.
Opportunities: an opportunity is something you want to track through a Pipeline (a step-by-step process you want it to go through). You can add people and companies to opportunities. Areas in purple need to be filled out in order to show in reports.
 
Do you have columns that do not match these names? You can create a custom field before or during import. It you want to add data in bulk, we recommend creating your custom fields before importing. To create a custom field before importing, click how to to learn, otherwise continue to step 5.
 
Important note:  Text fields can not be longer than 255 characters. If you import data that is more than 255 characters into a text fields then the record will not be imported.
 
Not sure what the character limits are for each field in the spreadsheet above? Here are the character limits for our hardcoded fields:
Field Type Filterable? Character limit Searchable?
Name Text Field/String No 255 Yes
First Name Text Field/String No 250 Yes
Middle Name Text Field/String No 250 Yes
Last Name Text Field/String No 250 Yes
All address fields Text Field/String Yes 255 Yes
Company name Text Field/String Yes 255 Yes
Details Text Field/String Yes 1,000 Yes
Email addresses Text Field/String No 255 Yes
Phone numbers Text Field/String No 30 Yes
Social urls Text Field/String No 255 No
Tags Text Field/String Yes 50 Yes
Title Text Field/String No 255 Yes
Website url Text Field/String No 255 No
Email domain Text Field/String No 255 Yes
Status Text Field/String Yes 255 No
Source Text Field/String Yes 255 No
Task name Text Field/String  No 255   Yes

 

 

Do you have custom fields?

Below are our limits for custom fields. Our biggest problem is when people create custom fields for the ones we already have above. Please do not create any fields that are above.

More details here on how to use custom fields.

 

Type Filterable? Character limit Searchable? How to identify in spreadsheet during import of data
Text Field No 250 Yes  
Text Area No 10,000 Yes  
Dropdown * Yes 255 for each field Yes  
Date Yes    No Must be entered during import as MM/DD/YYYY
Checkbox Yes    No This is a boolean value. Put in one column and select true or false, OR you can put 1 for true, or 0 for false
Number Field Yes  20  No  
URL No  255  No  
Percentage Yes  10  No  
Currency Yes  20  No  
Multi-Select Dropdown * Yes    No Put in one column and separate with semicolons
Tags Yes   Yes Put tags individually in separate columns that are all titled "Tag" and they will be created on import
Description No 1,000 Yes  

 

Need a list of what countries we import?

Please check this guide here 

 

 

5 - Start with Companies. Choose where you are importing the data from and select either CSV or Excel.
 

6 - If you do not have a file to import, or prefer to copy/paste data into our templates, click on the pre-formatted CSV/Excel template to download our data import template. Otherwise, skip to step 9.
 

7 - Open the template you just downloaded, copy and paste your data into the file and save.

8 - Go back to the Import page.
 
9 - Drag-and-drop your file or click ‘Choose File’ to upload your data.

10 - You will then be given the option to match your data with the ProsperWorks hard-coded fields or your custom fields, if you have already made them. For basic things, like name, address, etc. scroll down through the options to see if it exists before creating a custom field.
 
 
11 - ProsperWorks will let you know of any Fields that are not matched correctly with ProsperWorks fields and any errors you might have in your data.
 

12 - ProsperWorks will let you know of any errors so you can fix them on-the-fly by clicking Fix
 
 

13 - Fix any errors by clicking on the -> arrow in the middle to edit and select Save
 

14 - Select Continue Import.

15 - Under the import summary, you can rename the import. Click Submit Import to start the import.
 

16 - You will be taken back to the Import data page where you can see the status of your import (ie. you will see the label “initializing” and once the import starts a progress bar.) When your import is complete you will have the option to see the Summary of the records created.

17. Made a mistake? Go back to System Settings --> Import Data and click Revert Import, which will delete the import records from ProsperWorks. Wait up to 10 minutes before re-importing data.

18. Still confused about what a CRM is, or how to use our system? Join our webinars and Q&A sessions here (will ask to log in).

 

Other Things to Note:

  • If you have Team Permissions set, they can affect how duplicates are handled. If the user who is importing is part of a team who's permissions limit their access to some data in the system, then the import may create duplicates because records not visible to that user will not be searched when looking for duplicates. as a best practice, these imports should be performed by a user who has unlimited access to the data in the system.
  • Text fields can not be longer than 255 characters. If you import data that is more than 255 characters into a text fields then the record will not be imported.
     

 

If you have more questions about using ProsperWorks, check out our helpful Resource Section!

For further help or comments, head over to our Community Section!

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