How to get started using Salesflare – Import data


Hey guys, it’s Keri from Salesflare and today
I’m going to help you with importing. I’ll go over how it works, what the golden
rules of importing are and what to do if something goes wrong. First, head to Settings>Import data. Here you can import any .CSV file. Just drag & drop your file, depending on what
tab you want to import. Or use the plus sign down here at the bottom
of the page. If your data is in Excel, just use ‘Save As’
to save as .CSV, which stands for ‘comma separated values’. Import all entities separately. What I mean by entities are the accounts,
contacts and opportunities. Again, you can drag & drop your file under
the specific tab or use the plus sign down at the bottom. If you plan to import more than one entity,
make sure to always import accounts first. This is important, as it will allow you to
link the contacts and opportunities to the accounts later. Any data you want imported must be matched
to an option in the dropdown menu. If you leave one dropdown menu blank, then
that column of data won’t be imported. You can find the list of standard field options
for import in Settings>Customize fields, under Account, Contact or Opportunity. PRO TIP: If you name your headers exactly
as you see them here, then you won’t have to select anything from the dropdown menus
when you import because it will automatically do it itself. Can’t find what you’re looking to import in
the dropdown menu? Create a custom field for it before you import. You can also do this in Settings>Customize
fields, click on the right entity at the top and then the plus sign down at the bottom. For example, I want to create a custom field
on opportunities for notes. So I go to Settings>Customize fields, click
on the Opportunity tab and then the plus sign down here to create the custom field. Now, once I create this custom field, it will
be available in the dropdown menu for when I want to import opportunities with notes
in them. First, like I mentioned earlier, import accounts
first. That’s because the way Salesflare works is
accounts are central and contacts and opportunities are linked to them. That means that the accounts must first exist
in Salesflare before you can import anything linked to those accounts. Let’s say you have a file of leads you want
to import. In order to import the opportunity, Salesflare
has to know at which account you have these sales opportunities with. That’s why you must make sure the account
exists first in Salesflare before you import something linked to it. Similar situation for contacts. If you don’t specify which accounts the contacts
belong to, then the contacts will only be imported into the ‘My contacts’ list. For example, I want to import a contact of
mine named Peter, who works at PayPal. If I don’t include that he works at PayPal
in my .CSV file, the import will simply place him in the ‘My contacts’ list. But if I do specify which account he belongs
to, then when I import his contact, his contact will automatically link to the PayPal account
and our email interactions, etcetera, will be pulled in. There are some requirements when importing
each entity. I will go over which fields are required per
type of import and I’ll also mention which fields are highly suggested to import as well. For accounts, it’s required to import a name,
but it’s also highly suggested to import a website. Why a website? That’s how Salesflare pulls in information
about the company automatically for you. For contacts, required is name or email, but
it’s highly suggested to import both. That’s because names are good to have in general
– especially when using the merge tags in the email campaigns. The email is how Salesflare pulls in email
conversations, calendar meetings and to enrich contact information automatically as well. For opportunities, it’s required to import
account name. That’s because you have to know which account
the opportunity is linked to and it’s highly suggested to import the pipeline & stage names
as well. If you only have one pipeline and want to
import opportunities into the first stage of that pipeline, then you don’t have to worry. Salesflare automatically imports opportunities
into the first stage of the first pipeline. If you have multiple pipelines and/or want
to import opportunities into specific stages other than the first one, then make sure to
have this data available for import. Remember, import is for creation, not for
updates. The exception to that rule currently is contacts,
as creating a contact with the same email address updates the contact. If your file has duplicate accounts or opportunities
in them, make sure to remove them before importing. If you import accounts and/or opportunities
with the same name, they will duplicate and show a (1) or (2) or (3) next to the name,
depending on how many times the account has duplicated. If this happens, not a huge deal. Just make sure to delete the duplicates before
you import again so that you don’t have anymore numbers next to the name. You can do this by clicking on the account
avatar, selecting the ones you want to delete and press the trash can at the top. Be aware of the type of fields that you’re
importing so that you don’t map the wrong type of data to certain fields. You can check which type of data is required
in Settings>Customize fields on the right hand column for each entity. For example, size is a ‘Number’ field. That means that only numerical data will be
accepted, like the number of employees, not text as if it’s small, mid-size or large. Like right here – Microsoft has 100000 employees. You should include the number of employees,
not that they are a ‘large’ company. The rest of these will fail upon import unless
you change them to an actual number. If you’re importing dates, they must be in
YEAR-MONTH-DAY format, where year is 4 numbers, month and day are each 2 numbers, all with
dashes in-between. To change the format in your file, select
the dates, press ‘Custom…’ and then select the correct format. Did part of your import fail or did it fail
completely? You can find out what exactly went wrong by
downloading the ‘Fix Import’ file. For example, I have a failed import here. This fraction here means that 8 out of 8 records
were processed, but 7 out of those 8 failed. The one that didn’t have any errors is already
imported, so I just need to download the ‘Fix Import’ file, edit the 7 failed ones and re-import
to have the remaining records import successfully. Error messages appear here on the right, in
a new inserted column called ‘error’. For example, this error says ‘The account
does not exist’. That means the accounts I have listed in these
rows aren’t actually accounts in Salesflare yet. Therefore, I can’t import a contact linked
to that account, since it doesn’t exist. This message most commonly happens when accounts
weren’t imported first. But don’t worry, that’s an easy fix. Just take your list of accounts, import them
under the Account tab, then you can go back to your ‘Fix Import’ file, delete the error
column and re-import under the ‘Contact’ tab. If you got a different kind of error and you
can’t figure out what it means, I’ve put a how-to article in the description of this
video that explains the different types of import errors you can get and what their
translations are. Okay, that’s all I have for you today on importing. If you have anymore questions, you can always
reach me down here on the chat. Thanks for watching!

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