How can I import data into OpenCRM?
	Updated: 08 April 2011 09:49:57	OpenCRM::Companies OpenCRM::Contacts OpenCRM::Leads OpenCRM::Opportunities OpenCRM::Products

Prepare the Data File

1. Ensure the data file is in CSV format

2. Look for any address fields. Concatenate address fields (e.g. Building, Street, address 1, address 2 etc) into one single field called “Full Street”. (concatenate(a1,’, ‘a2) if using excel)

3. Check telephone fields (excel has a habit of formatting as a number and removing the preceeding “0”)

4. Add a field called “Import Source” and populate this field with something that relates to the data “e.g. Bought Data October”

5. Check data formatting

a. Date fields should be in the format yyyy-mm-dd

b. For tickbox fields data should be 1 or 0 (yes or no)

c. If wishing to assign import data to a particular user, add a field called USER ID

    i.      The user ID should be the USERNAME (login name) from OpenCRM

    ii.      OR the externalid of the user, if users have been imported from an external system (e.g. sales force)

Prepare OpenCRM

1. Add a custom field to the entity to import into called “Import Source” (if one doesn’t already exist)

2. Add custom fields for any fields present in the import source that are not in OpenCRM (even if they don’t seem relevant as they can easily be hidden/turned off)

Importing Companies & Contacts

1. Import Companies first (then when importing contacts, they will link to the existing companies)

2. Secondly import contacts

Important Notes

·Be sure to map the import source fields – this allows you to easily undo an import and also gives traceability of data

·On contact import, map “Company Name” on the import source to the “Company Name” field. This will link to existing companies it finds, and create new ones if they don’t exist

·If importing from an external source, and the external source has an idfield, map this to the field “ExternalID” field in OpenCRM

o You can then use this if importing additional data into another linked entity. E.g. if importing activities, if the import source has a “CompanyID” or “ContactID” field which relates to an ID in a company/contact import source, by mapping the “Contact Name” and/or “Related to” fields in OpenCRM to these id’s in the external source, the link will be made in OpenCRM

o If importing contacts that are linked to companies in the external source with external id fields, map “Account External ID” to the external company id in the contact source data.

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