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Importing Activities

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Storing and tracking activities (whether they are emails, phone calls, meetings or just quick notes) is an essential part of your daily routine and is vital when managing relationships with your clients. With Membrain, you can import this information, as 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 and Contact information into Membrain, to ensure all activities are stored against the right person and company.  

It is beneficial to have imported or created sales projects or prospects before importing activities, so Membrain can save the data against the correct Sales Project or Prospect.

Create Template

  1. From CRM - Activities
  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 - ActivitiesImport_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)

  • Organizer (the person who created the activity)
  • From Date (the date the activity begins)
  • Related Company Name

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.

  • 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 

How its done

Start by inputting your information into the template spreadsheet which you can obtain via your Membrain customer success contact. Once you're happy with your spreadsheet, import this file into Membrain. This ensures all your data is aligned and imported into the right fields within Membrain, and your data integrity is maintained.
 
NOTE:  You must have already imported Company and Contact information into Membrain, to ensure all activities are stored against the right person and company.  

It is beneficial to have imported or created at least one sales project or prospect before importing activities, so Membrain can save the data against the correct Sales Project or Prospect.
 
1. Use the Template
Use the excel file "Activity Import - template sheet.xls" (which you obtained from your Membrain customer success contact) as a template to import your data.  
 
2.  Capture your data
Export the data from your other systems to Excel.
Populate the template with the data exported and save the file as a .xls file (Excel 97) 


3.  Import into Membrain
Go to Main Menu - Admin - Import - Activities
Click on “Upload a file to import” at top of screen and browse to the file you have just created.
Note:  Files must be in .xls format (Excel 97)
Select ask, overwrite or skip in the drop down regarding existing contact information already in Membrain.  
Ask -  will ask you what to do each time it encounters a new contact
Overwrite - will Add the second instance of the contact
Skip - will simply skip the contact altogether.
Click Next
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.
Click import, and you're done!