In CRM systems there are various modules like Leads, Contacts etc for which the data comes from outside sources. Inserting this data into the CRM manually can be a very tedious task. Vtiger offers an Import action which lets you upload bulk data into the system from CSV or VCF files.
Note: For this tutorial we will demonstrate the import from a csv file into the Leads module. The concepts are however similar across formats and modules.
How to import
Go to the Leads module. Click on the actions dropdown and select the Import action there.
Click on the Choose File button, and browse and select the CSV file with the Leads data. Then select the File Type (CSV in this case), Character Encoding (UTF-8 would suffice in most cases), Delimiter (CSVs can be comma or semicolon separated) and the Has Header checkbox (based on if your CSV has a header of fields).
There is also a duplicate record handling section on this page. You can use this option to trace out duplicate records. You can select the following different actions to be performed in case duplicate records are found.
- Skip – this option means that if a duplicate record is found, it will be skipped altogether and not added to the CRM.
- Overwrite – selecting this option means that if a duplicate record is found in the CRM, it will be overwritten with the data in the csv.
- Merge – this option works similar to the overwrite option but if a field is blank in the CSV and a value is present on the CRM side, it will not be altered in the CRM.
Once you have selected the options on this page, click on the Next button. This will take you to a page where you can map the CSV headers to the fields in the Leads module. If the header names in the CSV match the field labels, they are automatically selected. For instance, the Salutation header in the CSV we have matched the Salutation field in the Leads module and hence was auto selected. On the other hand, the Firstname header in our CSV does not match the field “First Name” in the CRM (notice the space and spelling difference), and hence we need to manually map the field. You can also provide a Default Value for fields which will be used in case they do not have a value in the CSV.
Once you have mapped the fields, hit the Import button. This will start the import process. Once done, it will show a report of the imported Leads.
Note how the report says one record was merged. This is because we selected the Merge option for handling duplicate records. On this page, you can select the Last Imported Records button to see the records those were imported. Click the Finish button to end the import process.