Importing

Importing data to iDeal CRM

Important notice: Please be sure to Backup before importing data to iDeal CRM to avoid an accidentally incorrect import.

Preparation, file formats

You can import your existing data (companies, contact data) to iDeal CRM from various file formats (Excel, Tab separated, CSV, etc).

Currently you can import one contact per Clients. If you wish to import multiple contacts, please create a new row for them, copying the same company data in front of them.
By this iDeal CRM will recognize this is the same company, and will import the contacts to it.

If you wish to import individuals, the individual name should be the company name.

Import window

After you are ready with the import file, please go to the Settings pane, then choose Import company data from the programmed actions panel.



Here you will see an empty window which is separated into two parts. The first, bigger part will contain the temporarily imported data, while the bottom of the window contains the settings, by which you can modify the import behavior. First let's view these settings.

Steps to do an import

At the bottom you will see the steps necessary to do an import.




Every import must have a tag. By this, you can define what kind of data you are importing, and allows you to easily find the imported data later. You can choose from the existing tags, but you can create a new one for example:Import

There is a import settings part of the import steps.

• Import every item
• Update client record
• Update contact record.

All of them are checked by default.
You can read what all these do, so you can modify the parameters to yourself (for eg: If you do not wish to update the existing client records, do not check the "Update client record" parameter, etc).

Import contacts from a file

There is a "Import contacts from file" button at the 2nd step.

Click on it, and choose the file you wish to import.

Field orders

A new window will appear, where you have to assign your fields, to the CRM import fields.


On the left side you will see your header fields, while on the right side you will see the import fields of CRM+.
These must be matched.

There are signs showing which field is imported, and which isn't. The little arrow shows that the field on the left is imported to the one on the right side. If you click on the arrow, it will change to a - sign. This means that the field is not imported at all.

You can change the order of the fields by dragging the little "up and down arrow" in front of the CRM field.

The fields you will need on the iDeal CRM side:

• CompanyName
• ZIP
• City
• Address
• Country
• Province
• Phone
• Fax
• www
• PersonName
• PersonPosition
• Phone_cell
• Email
• Extra field 01..06

The other fields are used by iDeal, you cannot use them.
Please be sure that you set other field to do not import (- sign).

If you are not sure about the import file's field order, you can check its content with the stepper buttons. If your file contains column headers (such as mine in the picture), click on the "Don't import the first record" check box and the first row will be ignored.

After you have checked every field, click on the import button at the bottom of the dialog window and the next pop up window.



After the import process you will see a pop up window, which will tell you the a short summary about the import.

Deleting unwanted rows

If you see that there are records that you do not wish to import, you can delete it. To do this, please click on "Delete" button next to the row. If you accidentally deleted a row that you didn't want to, please erase the list, and redo the import steps again.

Extra fields

You have 6 extra fields you can import to.
The first 3 record are for datasheets, the second 3 are for the contacts.

These allow you to import to a custom field.
You will have to match these fields before an import.

Let's look at a sample import for extra fields.



Here we import the second field to the 1st extra field.

After importing the screen will look like this:



After setting the import tag, and pressing the import button, the following screen will appear:



Here you can map the extra field to a datasheet custom field.
If you have multiple extra fields, set all of them.
If you do not wish to import one, choose the — No import — option next to it.

Importing one row

If you want to try how the import was set, you can import one line for testing purposes.

You will see a "Import item" button next to every row. Click on it. In some seconds the line will be gray. This means that the line is imported already.
You can check the import the following way:

• Go back to the main page
• Press show all records at the navigation bar

The record is likely to be the last one (Notice: If you previously had that record, and the parameters were set to update , you can find the record by it's name, or by the import tag.

List import

You can import the whole list by clicking on the Start button at the bottom of the window.


You will see the a process bar appear:

Importing Outlook contacts

You can import your outlook contacts to iDeal CRM.

To do this, you have to export your outlook contacts to a TAB separated file, which you can do this the following way:

• Open Outlook
• Select File | Import and Export... from the menu.
• Make sure Export to a file is highlighted.
• Click Next >
• Now make sure Tab separated (Windows) is selected
• Click Next > again
• Highlight the Contacts folder
• Click Next >
• Use the Browse... button to specify a location and file name for the exported contacts. Something like "Outlook.tab" or "ol-contacts.tab" on your Desktop should work fine.
• Click Next > (once more)
• Now click Finish

After this you can use the normal import process of iDeal CRM to import this file.

Importing OS X Address book, Entourage contacts to iDeal CRM

OS X Address book and Microsoft Entourage importing is built into this import process.



Click on the "Import Address Book" or the "Import Entourage contacts" button at Step 2 to import all your contacts to the temporary list.
After that you can set the import tag and Start importing.

Streamsend.com list import

You can also import a contact list from your streamsend.com account.
To set up streamsend intergration, go to the Settings pane and choose the External mailing list setup button.

After a successful integration you will be able to choose from a list, and import the records from it.



After choosing the list, you have to map the fields.
Here is a sample mapping shown.



After successfully mapping, you can do the import process as usual.

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