ClickDimensions Import Tool

The Import function allows you to pull in a list of participants into CRM, create new Leads or Contacts for any new participants (based on the email address), and add existing and newly created record to a Marketing List, remove them from a Marketing List, or generate Event Participations for them. This extends CRM’s native behavior by creating only the records that aren’t listed in the system already and by taking action on both new and old Leads or Contacts.

Note: The import tool is designed to help speed data entry and is ideal for situations where you collect names and email addresses, such as a sign-in sheet at an in-person event, or a list of registrants sent to you from an external vendor. However, for more complex scenarios such as loading large amounts of data from external systems, you should consider enterprise data migration tools such as SSIS, Scribe or Kingswaysoft which are designed to provide data cleansing, transformation and multi-threading.

Step 1: Access the Import Wizard

There are three different ways you can access the Import Wizard to get started.

1a. Access the Imports area from either Marketing > Marketing Lists


1b. Access the Imports area from Marketing > Events.

You can also see the import button when you open a Marketing List or Event record.

1c. Or, Access the Imports area from Settings > ClickDimensions Imports

Click ClickDimensions Import to start the wizard.

Step 2: Upload your Data

When the wizard loads, you’ll first want to download our import template. Just click Download Excel Template, save the file, and fill it out on your computer. In order to map the data into your system properly, the row headers cannot be changed. For Owner, type the full name of the desired Owner record as it appears in CRM. Once your data is ready, upload your completed template and click Next.

Step 3: Choose Mapping

The import tool will check each email address listed in spreadsheet against existing Leads and Contacts in the system through a validation that checks the email address field in CRM. If the email address already exists in your system, you can choose whether to pull over the other information listed for that person and overwrite the data already in the Lead or Contact record.

Overwrite fields in CRM

This will overwrite all data in the Lead or Contact with the data in the uploaded file.

Only fill in blank fields

If data already exists in the Lead or Contact record, the system will leave it, but will fill in any blank fields with corresponding data from the uploaded file.

Do not map anything

Don’t push any data from the uploaded file into Leads or Contacts.

New Records

Choose Lead or Contact as the record type for any new records to be created. New records will be created when there are email addresses that don’t match any existing records.

Backup Owner

While you can specify an Owner in your uploaded file, it’s necessary to specify a backup Owner record just in case we can’t find a match between the listed value and your CRM in the import.

Step 4: Choose Actions

These actions will be applied to everyone on the uploaded file, regardless of whether they existed in the CRM previously or not.

Create Event Participation Records

Choose an Event in the system and we’ll automatically generate an Event Participation record associated to your Event for each person on your uploaded file. You can select multiple Events here.

Add all to Marketing List

Everyone on the uploaded file will be added to these Marketing Lists in CRM. We recommend specifying two Marketing Lists here, one for Leads and one for Contacts. Please note that these Marketing Lists will need to be Static. You can select multiple Lead or Contact Marketing Lists as well.

Remove all from Marketing List

Everyone on your list will be removed from the following Marketing Lists in CRM. Again, it’s best to supply both a Lead and Contact list and only Static Marketing Lists can be supplied here. You can also choose multiple Lead or Contact lists.

Step 5: Review and Import

Click Next to review all your settings and make sure they’re correct. If anything needs to be corrected you can click Previous to go back and fix it. Finally, input an email address so the import can send you a message to let you know if the process finished correctly or if it ran into any errors.

Click Next when you’re ready to proceed and you’ll see a confirmation screen. Your import has started and you’ll get an email to the specified address once it’s been completed.

Step 6: Confirm Import and View Logs

You’ll get an email in most cases just a few minutes after you do the import letting you know its status.

2016 Import Tool Complete Email

This is the success email with a summary of the import. If you receive a failure to import message instead, you may not have uploaded the correct file.

You can see Import Logs in Settings > ClickDimensions Imports.

2016 Import Tool View

 

2016 Import Tool Finished

You can open any of these records to see the settings of the import.

You can see Leads and Contacts imported in Import Logs as well as detailed activity on your Actions in Events List, Marketing Lists to Attach to, and Marketing Lists to Detach from.

2016 Import Tool Related Records

In order to view related Import Log records, you will need to switch to the Active Import Logs view.


ImportButton2-2011

1b. Access the Imports area from Marketing > Events.

You can also see the import button when you open a Marketing List or Event record.

ImportButton2011

1c. Or, Access the Imports area from Settings > ClickDimensions Imports

ImportButton3-2011

Click ClickDimensions Import to start the wizard.

Step 2: Upload your Data

When the wizard loads, you’ll first want to download our import template. Just click “Download Excel Template”, save the file, and fill it out on your computer. In order to map the data into your system properly, the row headers cannot be changed. For Owner, you’ll want to type the full name of the desired Owner record as it appears in CRM. Once your data is ready, upload your completed template and click Next.

Import1-2011

Step 3: Choose Mapping

The import tool will check each email address listed in spreadsheet against existing Leads and Contacts in the system. If the email address already exists in your system, you can choose whether to pull over the other information listed for that person and overwrite the data already in the Lead or Contact record.

Import2-2011

Overwrite fields in CRM

This will overwrite all data in the Lead or Contact with the data in the uploaded file.

Only fill in blank fields

If data already exists in the Lead or Contact record, the system will leave it, but will fill in any blank fields with corresponding data from the uploaded file.

Do not map anything

Don’t push any data from the uploaded file into Leads or Contacts.

New Records

Choose Lead or Contact as the record type for any new records to be created. New records will be created when there are email addresses that don’t match any existing records.

Backup Owner

While you can specify an Owner in your uploaded file, it’s necessary to specify a backup Owner record just in case we can’t find a match between the listed value and your CRM in the import.

Step 4: Choose Actions

These actions will be applied to everyone on the uploaded file, regardless of whether they existed in the CRM previously or not.

Import3-2011

Create Event Participation Records

Choose an Event in the system and we’ll automatically generate an Event Participation record associated to your Event for each person on your uploaded file. You can select multiple Events here.

Add all to Marketing List

Everyone on the uploaded file will be added to these Marketing Lists in CRM. We recommend specifying two Marketing Lists here, one for Leads and one for Contacts. Please note that these Marketing Lists will need to be Static. You can select multiple Lead or Contact Marketing Lists as well.

Remove all from Marketing List

Everyone on your list will be removed from the following Marketing Lists in CRM. Again, it’s best to supply both a Lead and Contact list and only Static Marketing Lists can be supplied here. You can also choose multiple Lead or Contact lists.

Step 5: Review and Import

Click Next to review all your settings and make sure they’re correct. If anything needs to be corrected you can click Previous to go back and fix it. Finally, input an email address so the import can send you a message to let you know if the process finished correctly or if it ran into any errors.

Import4-2011

Click Next when you’re ready to proceed and you’ll see a confirmation screen. Your import has started and you’ll get an email to the specified address once it’s been completed.

Import5-2011

Step 6: Confirm Import and View Logs

You’ll get an email in most cases just a few minutes after you do the import letting you know its status.

ImportConfirmation

This is the success email with a summary of the import. If you receive a failure to import message instead, you may not have uploaded the correct file.

You can see Import Logs in Settings > ClickDimensions Imports.

ImportLogs2011

You can open any of these records to see the settings of the import.

ImportEntity2011

You can see Leads and Contacts imported in Import Logs as well as detailed activity on your Actions in Marketing Lists to Detach from, Marketing Lists to Attach to, and Events List.

ImportEntity2-2011


Feature Added: April 2015
Feature Updated: July 2016
ClickDimensions Version Need: 6.6.0