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Importing Contacts

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Managing your contact information is a crucial step in maintaining a healthy relationship with current and future clients. With this in mind, Membrain allows you to import all your contact details in these few simple steps outlined below. 

An overview

Start by creating a template from Membrain, which includes all the fields you want to carry across but uses the names Membrain requires as a system. Then input your information into this spreadsheet under the correct field names.

Once you're happy with your spreadsheet, import this file back into Membrain. This ensures all your data is aligned and imported into the correct fields within Membrain and your data integrity is maintained.

Files must be in XLS format (Excel 97/2000/XP/2003) or XLSX format (Excel 2007)

Before you begin

You must have already imported Company information into Membrain, to allow contacts to be linked to their corresponding company. Learn how to do this here 

Create Template

  1. From CRM - Contacts 
  2. Click on the more menu More_Menu_3_dots.PNG (top right)
  3. Click on Export
  4. Select all fields you wish to include in the import (Company name is already chosen so contacts will be linked to their corresponding company)
  5. Click Export
  6. Delete all contact data from the spreadsheet, leaving just the Membrain headers in tact.

This creates the empty spreadsheet you will use to organize the data you are about to import

Capture your data

  1. Export the data from your other systems to Excel.
  2. Populate the template you have just created with the data exported
  3. Save the file as a XLS (Excel 97/2000/XP/2003) or XLSX (Excel 2007) file.

Import into Membrain

  1. From CRM - Contacts Import_options_2.PNG
  2. Click on the more menu More_Menu_3_dots.PNG (top right)
  3. Click on Import
  4. Click on “Upload a file to import” at top of screen and browse to the file you have just created.
  5. Import Options: Choose to Create a new entry, update an existing entry or add a label. (See screenshot for a detailed description)
  6. Click Next
  7. Map the fields by aligning them to their correct names. You will see errors and will be able to work through them in your spreadsheet until you are fully confident that your data is solid and ready to be imported.
  8. Click import, and you're done!

 

Considerations

It is important to check the spreadsheet itself for duplicates BEFORE you do the import, as Membrain will not check for duplicates on the file itself.

Membrain uses certain fields as unique identifiers during the import to avoid creating duplicate records. For Contacts, the fields below are checked for pre populated data and if found, the record will be skipped/overwritten or you will be asked how to proceed (based on what you have decided at the beginning of the import)

  • External Identifier (if used)
  • Email (if used)
  • Name (under Company, First + Last)

Common Problems

Some situations, outlined below can cause problems when importing your data and should be checked before carrying out an import to ensure as clean as possible data is imported.

  • Lack of a company name
  • Multiple phone numbers in the same row (2 is the max amount of phone numbers per contacts and need to be in separate cells in Excel)
  • Name- either you have both first and last name in each respective column or if a few contacts lack last name, then the best option would be to merge this into 1 column called "Name".
  • Additional tabs in a spreadsheet. This may cause the system to read this as a deflected file and the import will not be possible (highlighted below).

    Extra_tab_in_your_excel_file.PNG