How to…Complete a Mass Upload of Contacts

Completing a mass upload of contacts on BuddyCRM can often be useful if you would like to add a number of secondary contacts to an upload of leads or accounts. You cannot upload a contact to BuddyCRM unless you are linking it to an account or lead that already exists. A primary contact can be added at the point of uploading leads or accounts.

Each record in BuddyCRM has a unique Account # and you will need these to upload your contacts and link them to a particular record. This can be done by selecting Reports in BuddyCRM, then General Reports and Record List by Field Selection. 

 

Screen Shot 2013-11-18 at 16.36.32

 

Now tick Account Name and Account # and Next. This will generate a report of your accounts and their corresponding account # Export this to Excel by clicking on this icon to create what I will call ‘Excel Sheet 1’ Screen Shot 2013-11-18 at 16.40.13

 

You can then manually extract the Account # for the records you wish to append contacts to.

 

Create an Excel Spreadsheet ‘ Excel Sheet 2’  with these columns:

  • Account/lead #
  • Title
  • First Name
  • Surname
  • Job Title (optional)
  • Email (optional)

Save this as a Windows CSV file.

Now return to BuddyCRM, select the Admin icon and then Data Management and ImportCSV.

admin menu item in BuddyCRM

import csv in admin section of BuddyCRM

 

Then select Upload Contact CSV before browsing for and selecting ‘Excel Sheet 2’.

upload contacts in the admin section of BuddyCRM

Map the columns headers in the screen that follows. Click Validate and if there are no problems with the data, you can then select Validate and Save and your contacts will save to your selected records. Remove any special characters and symbols before validation.

If you have a lot of data and adding the account # manually would be a big job, you can use a ‘Vlookup’ to look up the account numbers for your data. To do this add a extra column in the start of ‘Excel Sheet 2’ for company name. This must match the company name in Buddy exactly. Then you can perform a vlookup between sheet 1 and sheet 2 to add the Account # to sheet 2. Help on vlookups can be found here http://www.howtogeek.com/howto/13780/using-vlookup-in-excel/. This then automatically gets the account # into the spreadsheet to upload. If you feel more adventurous, you could extract the e-mail domain from a contact and match on that instead. We are happy to advise on more complex and detailed ways to help keep your database clean.

Data uploading is always the hardest part of any database system so if you need help, please email support@buddycrm.com. We love data so would be happy to help check your files prior to uploading.