Bringing Opportunities Into the System: A Step-by-Step Guide

Importing opportunities into our platform is a simple process when you follow the correct steps. This guide will help you navigate the import procedure smoothly, ensuring that your opportunities are effectively integrated into our system.

Important: Once opportunities are imported, the process cannot be undone.

Prepare Your Data

Supported File Format:

• Your data file must be in the .csv format.

File Preparation Essentials:

• Use a single sheet for your data.
• Include a header row that aligns with the fields in our system.
• Ensure the file size does not exceed 30 MB.

Essential Fields for Opportunity Creation:

• Contact ID
• Opportunity Name
• Pipeline ID

Additional Notes:

• If the Stage ID is missing, the first stage in the pipeline will be used.
• If the Opportunity Value is not provided, it will default to zero.
• If the Opportunity Status is not specified, it will be set to "Open."
• Adding a valid Opportunity Lost Reason will change the status to "Lost."
• You can obtain Opportunity ID, Pipeline ID, and Stage ID by exporting opportunities, and Contact ID by exporting contacts.

Organizing Your File

Field Formatting Guidelines:

• Dates: Acceptable formats include mm/dd/yyyy, yyyy/mm/dd, mm-dd-yyyy, and yyyy-mm-dd.
• Multi-select, Checkbox, Text List: Formats such as Value 1, Value 2, Value 3 or using ; or . as separators.
• Single Option, Radio Button: Format like Value 1.
• Opportunity Owner: Format as FirstName LastName.
• Tags: Use Value 1, Value 2, Value 3, with ; or . as alternatives.
• Phone Numbers: Format in E.164, e.g., +1 1234567890. For US numbers, 123-456-7890 or (123) 456-7890 are also acceptable.
• Numerical Values: Acceptable formats include 1.23, 1234, .123.
• Monetary Values: Use formats like 1234 or 1,234,234.33.
• Opportunity Followers: Format as FirstName LastName, FirstName2 LastName2.

Uploading Your File

Starting the Import Process:

1. Go to the Opportunities tab from the left sidebar.

2. In the upper-right, click on the three dots and select Import.

3. Click Next to proceed.

File Upload and Import Configuration:

1. Upload your .csv file and set your import preferences.

2. Choose one of the following options:

• Create Opportunities: Add new opportunities.
• Update Opportunities: Modify existing opportunities.
• Create and Update Opportunities: Both add new and update existing opportunities.

Mapping Fields:

1. Ensure that each column in your file is matched with the correct field in the system. Adjust if needed.

Additional Notes:

• Checking the Don't update Empty Values option will skip updating fields with empty values if those fields already contain data in the system.
• You can skip importing specific fields by leaving them unmapped and continuing with the import.

Review and Confirm:

1. Preview your data to ensure accuracy. You may also tag contacts associated with these opportunities here.

2. Confirm the import by checking the required box and accepting the disclaimer.

Monitoring the Import Process

To check on your import's progress:

1. Go to Opportunities > Bulk Actions.

2. Click Show Stats next to the import you wish to monitor to view statistics, errors, and warnings.

Resolving Common Import Errors

• Invalid Option in Multi-select or Dropdown Field:
  Ensure the values in your file match those in the system. If necessary, add custom options before re-importing.

• Invalid Contact ID:
  Verify the Contact ID exists in the system or remove the ID if it's not for an existing contact.

• Date Parsing Error:
  Make sure date fields adhere to acceptable formats: mm/dd/yyyy, yyyy/mm/dd, mm-dd-yyyy, yyyy-mm-dd.

• Duplicate Unique Property:
  Check for duplicate entries in unique fields like emails or IDs.

• File Not Found:
  Confirm the file type and format are correct, then re-upload.

• Missing Required Fields:
  Make sure all mandatory fields, such as Opportunity Name for opportunities and Email/Phone/Name for contacts, are included and formatted correctly.

Frequently Asked Questions

Q: How can I ensure my file is correctly prepared for import?

• Make sure your file is in .csv format, has only one sheet, is under 30 MB, and includes a header row matching system fields.

Q: What fields are required to create opportunities?

• You need the Contact ID, Opportunity Name, and Pipeline ID. If not provided, other fields like Stage ID, Opportunity Value, and Opportunity Status will use default values.

Q: How do I get the IDs needed for import?

• You can obtain Opportunity ID, Pipeline ID, and Stage ID by exporting opportunities, and Contact ID by exporting contacts.

Q: Can I import and update opportunities at the same time?

• Yes, select the Create and Update Opportunities option to add new records and update existing ones in one import.

Q: What should I do if I encounter errors during the import?

• Refer to the troubleshooting section for common errors and solutions. If issues persist, contact our support team for assistance.