CSV File Format for Importing Objects

Preparing Your CSV File for Import

Properly formatting your CSV file before an import is essential for a smooth and successful data transfer into your CRM. This guide outlines the correct structure and formatting rules to follow, helping you avoid errors and ensure your contact or opportunity data is imported accurately.

Benefits of a Well-Prepared CSV File

Taking a few moments to structure your data correctly upfront provides several advantages:

• Minimizes the risk of upload failures and data errors.
• Allows the CRM to automatically match your column headers to the correct fields.
• Enables the system to identify and update existing records instead of creating duplicates.
• Supports the use of custom fields for detailed segmentation.
• Saves significant time by reducing the need for manual cleanup after the import.
• Increases the success rate for bulk uploads of contacts and opportunities.

Understanding the CSV Format

CSV, which stands for Comma-Separated Values, is a plain-text format for storing tabular data. Each line in the file is a record, and each piece of data within that record is separated by a comma. This is a universally accepted format for moving data between different applications. You can create and edit CSV files using spreadsheet software like Microsoft Excel or Google Sheets, or even a simple text editor. Ensure your file contains only a single sheet of data.

Structuring Your File

The key to a successful import is a properly structured file with a header row.

Sample Format

Your CSV should begin with a header row that lists the names of the fields you are importing. Each subsequent row represents a single contact or opportunity.

• First Name, Last Name, Email, Phone, Company, Tags, Status, Created Date, Additional Phone
• John Doe, john@example.com, +11234567890, ABC Corp, VIP; Lead, New, 01/01/2024, +17877123462
• Jane Smith, jane@example.com, +15556667777, XYZ Ltd, Customer, Active, 02/02/2024, +17877123464

Mandatory Fields

To create a new contact, you must provide at least one of the following pieces of information in your file:

• First Name
• Email Address
• Phone Number

When updating existing contacts, you must include a unique identifier, such as the Contact ID, Email, or Phone number, depending on your account's deduplication settings. Similarly, to update an existing opportunity, include the Opportunity ID; if it is omitted, a new opportunity will be created.

Field Formatting Guidelines

Adhering to specific formatting for each data type is critical.

• Date Fields: Use formats like MM/DD/YYYY, YYYY/MM/DD, MM-DD-YYYY, or YYYY-MM-DD.
• Multi-Select Fields (e.g., Tags): Separate multiple values with commas, semicolons, or periods (e.g., VIP, Lead or Gold; Silver).
• Single Option/Dropdown Fields: Provide only one value (e.g., Blue).
• Contact Owner: Use the format FirstName LastName (e.g., Logan Paul).
• Phone Number: The E.164 format (e.g., +11234567890) is recommended. Standard US formats like 123-456-7890 are also accepted.
• Numerical Fields: Use standard number formats like 1.23 or 1234.
• Monetary Fields: Use formats like 1234 or 1,234,234.33.
• Contact Followers: List names as FirstName LastName, FirstName2 LastName2 (e.g., Adam Smith, David Lee).
• Additional Emails/Phones: Separate multiple entries with commas (e.g., abc@email.com, abc1@email.com or +17877123460, +17877123461).

File Requirements

Your import file must meet the following criteria:

• File Format: .csv only.
• Sheets: The file must contain only one sheet.
• Maximum File Size: 30 MB.

Required and Optional Fields

The fields you need depend on the action you are performing.

• New Contact: At least one of the following is required: Name, Email, or Phone.
• Update Existing Contact: A unique identifier (Contact ID, Email, or Phone) is required based on your duplicate settings.
• Header Row: A header row with column names that match your CRM's fields is always required.

Supported Countries and Timezones

If your import includes a Country field, you must use the exact, case-sensitive country names recognized by the CRM (e.g., "United States," not "USA"). Using an unsupported name will result in an import error. A complete list of supported countries is available within the import interface. Similarly, ensure timezone values match the supported options in the system.

Tip: Before importing, make sure any custom fields referenced in your CSV file have already been created in your CRM account with matching labels and data types.