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How To Basics: Import Leads from a Spreadsheet [Advanced Edition]

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When you want to import a batch of leads into the system from another source, for instance an Excel spreadsheet, you need to map the lead data fields in the spreadsheet to the data fields in Velocify LeadManager™.

In order for LeadManager to put the correct data into the correct field when the leads are imported, the fields need to all be mapped.

You have to match up the order of the data columns in the spreadsheet to the order of the fields in the mapping in LeadManager. This is true if you are importing leads from a spreadsheet from one spreadsheet only one time, or if you are uploading leads from many differently formatted spreadsheets on an ongoing basis.

An example of how you might need to make multiple mappings to import multiple lead sources is: Imagine one of your lead sources provides you with a spreadsheet every week where the first names of all the leads appear in Column A. Another lead source provides you with a weekly spreadsheet where the first names of all the leads appear in Colum B.

You could reformat one of the spreadsheets so the lead data was structured the same in both. But since these lead sources are ongoing, creating a separate mapping for each lead source saves you the trouble of having to reformat the spreadsheets on a weekly basis.

Creating separate mappings for each of these spreadsheets ensures that the lead data always ends up in the right place.

Even if you are not dealing with multiple lead sources, a mapping must be completed to import leads from a single spreadsheet.

 

Click Import Mappings on the Lead Management submenu

 

On the Import Mappings page there is a list of current import mappings.

 

Click the Add New Mapping button

 

You will be prompted to give the mapping a name. In this example, the name is ‘Glenda’s Leads.'

Click Submit.

Your new mapping will appear in the list.

 

Next you will need to add fields to the mapping and order them correctly. To do this, you will need to click the Fields link associated with your new mapping.

But first, in order to know which fields to add to your mapping, and in what order, open the spreadsheet from which you are importing the data.

 

In this example the lead spreadsheet contains only first and last names, day phone, and email.  Your mapping will have to contain those fields in that order.

Note that the point of configuring the mapping is to make the order of the columns in the spreadsheet match the order of the fields in the mapping in LeadManager. The actual values that appear in row 1 of the spreadsheet are not important.

If, for example, your spreadsheet displays “1stName” in the first column, and the first field in LeadManager is “First Name”, you do not need to change your spreadsheet to match. What is important is that the data in the columns matches; i.e., that the first names in the spread sheet are being imported to the first name field in the LeadManager lead form.

Now click the Fields link associated with your new mapping.

 

The right hand column, Fields in Mapping [Glenda’s Leads] is empty. The fields that appear in your spreadsheet need to appear in this column in the same order.

Click to select the fields you want to add one at a time and click the Add button, making sure to add the fields in the order that they appear in your spreadsheet. Here’s how:

 

Scroll down in the Available Fields column to find the Day Phone field and control click it.

 

Click the Add>> button

 

The Fields are now listed in the right column and will be part of the mapping. If the Fields in Mapping are not in the correct order, click to select the field whose position in the order you would like to change and click the Up or Down button to move it to the correct position.

To match this order in the Glenda’s Leads mapping, click Email to select it

 

And click the Down button. No the order of fields in the mapping match the order of columns in the spreadsheet.

 

Adding Fields with the Form Builder or Using <<Ignore Column>>

If you have a field in your spreadsheet that you do not have in your LeadManager lead form you will be unable to add it to your mapping. This is because only fields on your lead form will appear in the Available Fields list.

Assuming you don’t want to delete the column out of the spreadsheet, there are two ways to address this issue.

1. Add the field to the lead form using the Form Builder. Adding fields to the lead form should be done if the data in your spreadsheet is something you want to capture in LeadManager. Click here to review Adding Fields to the lead form with Form Builder.

2. Use the <<Ignore Column>> field when creating the mapping. Use the <<Ignore Column>> field if you don’t want to delete the column from the spreadsheet, and you also do not care to import it into LeadManager.

Here’s how to use the <<Ignore Column>>

Say for example that your spreadsheet contains a column for Middle Name, a field which does not appear on the lead form. You want to leave this data in the spreadsheet but you don’t want to capture it in LeadManager.

Since the spreadsheet looks like this:

 

You will need to add the <<Ignore Column>> field to the field mapping in between the First Name and Last Name fields. The order of the fields in the mapping needs to match the order of the columns in the spreadsheet.

 

 

 

 

 

To add the <<Ignore Column>> to the Fields in Mapping, just click it to select it and click the Add>> button.

 

Use the Up button to move the <<Ignore Column>> field into the correct position in the mapping. It should look like this:

 

Now that you have added and ordered the fields to match the spreadsheet, click the Return to Manage Mappings button.

 

It is possible to change the name of the mapping by clicking its Edit link.  

 

Importing Leads

Now that you have created a mapping in LeadManager to import leads from spreadsheets.

Click Import Leads on the Lead Management Submenu.

 

The Import leads page will load.

 

What follows is a description of the settings on the Import Lead form. Some of these you will need to configure after for the import. Others, in a majority of cases, can be left with their default values.

Import Destination

Most commonly leads are uploaded to the Lead Warehouse. If you use the direct mail feature, you may be uploading Direct Mail Records, which are stored in a separate database. Click here for more about Direct Mail.

Browse

Click the Browse button to find the spreadsheet containing lead data on your computer. When you click the button, a File Upload dialog will pop up.  

Navigate to the file you want to upload, select it, and click open.

Supported File Types

Note that there are two different types of files containing lead data can be imported. These are:

  • Comma Separated Values file(.csv). These can be created and edited in Excel or NotePad
  • Microsoft Excel 97-2003 spreadsheet (having the .xls extension)

Spreadsheets with the .xlsx extension are not currently supported. If you are using a later version of Excel and saving spreadsheets with the file format .xlsx, save a copy of the spreadsheet in the .xls format. This copy can be imported by LeadManager.

Delimiter

 

If you are importing a spreadsheet with the file extension .xls, ignore the Delimiter radio button. The Delimiter is a tab or a character in the lead data file that separates values that will be imported into fields in the LeadManager lead form. In a .CSV file, or Comma Separated Values, the delimiter is “comma.” When you open a .CSV file with Notepad the data inside it looks like this: Frank,Wilson,123 Main Street,Loganville,CA,92674, etc. If you open it in Excel, it will look like a normal spreadsheet.

Text Qualifier

If you are importing a spreadsheet with the file extension .xls, ignore the Text Qualifier field. The text qualifier is the character that lets LeadManager know that the value contained within it is text. In most cases this should be left as the double quotation mark that is its default value.

First Row is Column Header

If your spreadsheet or .CSV has a top row that indicates what data is held in the column then click this checkbox. A first Row Column Header reads something like, “First Name, Last Name, etc...”

If the top row contains actual lead data like, “Frank, Wilson, etc…” then leave this checkbox unselected. The words that appear in the first row of your spreadsheet are not important. They do not have to exactly match the field name in LeadManager.

Mapping

Any mapping that you have created will appear in this pulldown menu. Select the mapping that is appropriate for your current import.

Assignment Template Fields

The Assignment Template Fields are grayed out and only configurable by LeadManager.

Update Existing Leads

Check this box if you are importing leads that are already in the system. An example of how this setting works is if you are re-importing leads after the spreadsheet containing them has accumulated more data. Let’s say you have imported a group of leads without email addresses and at some point later gotten email addresses for them. You can re-import the leads, but in doing so, you want the existing leads to capture the new data (email addresses) without creating a duplicate copy of the lead.

Update Scope

Update Scope should be set to global.

 

Import Defaults

Select the Campaign, Status and User you'd like the leads to be associated with when they enter the system. Select New from the Status pulldown and –Select User—from the user pulldown if you'd like the leads to be distributed by automatic distribution. 

Simulate the Import

Click the Simulate button to test that there are no errors in the lead data.

At the bottom of the page, the import results are displayed. These results will reveal how many leads were imported, when, and if any errors occurred during the simulation.

 

Click the Details link in the Options column to view the details of your simulation.

 

Import

If the import simulation completes without errors, you can import the leads.  Note that the Import Leads form will reset to blank after the simulation so you will have to browse for the file and configure the settings of your import again. If you have questions about any errors in your simulation, contact Velocify Support.

Configure your settings and click the Import button

At the bottom of the page, the import results are displayed. These results will reveal how many leads were imported, when, and if any errors occurred during the import.

 

Click the Details link in the Options column to view the details of your Import. If you have questions about any errors in your import, contact Velocify Support.

The imported leads can be found on the View Leads page and will be distributed according to the settings you made on the import leads form.

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