Key Features and Benefits The process of importing opportunities into a system offers several advantages:
Data Consolidation: Centralizes all opportunity-related data in one system, making it easier to manage and track progress.
Time Efficiency: Reduces manual data entry, saving time and minimizing human error.
Scalability: Supports business growth by allowing bulk imports, which is essential for handling large volumes of data effectively.
Customization: Offers flexibility in managing data according to specific business requirements, with options to create, update, or both.
Data Integrity: Ensures that all imported data is accurate and up-to-date, which is critical for making informed business decisions.
Confirm that your data file is in .csv format and does not exceed 30 MB. Include a header row, and ensure it contains mandatory fields like Contact ID, Opportunity Name, and Pipeline Name.
Please note that Opportunity import is not a reversible action
Required Fields
For Creating Opportunities:
Contact ID
Opportunity Name
Pipeline Name
Default Values:
If no stage name is provided, it will default to the first stage in the pipeline.
If no opportunity value is given, it will default to 0.
If no opportunity status is specified, it will default to "Open."
If a valid reason for the opportunity being lost is provided, the status will automatically update to "Lost."
How to Retrieve:
Opportunity ID, Pipeline Name, and Stage Name can be obtained by exporting opportunities.
Contact ID can be retrieved by exporting contacts from the same account.
For Updating Opportunities:
Opportunity ID (can be obtained by exporting opportunities).
File Structuring and Field Formatting
Date Picker:
Acceptable formats include:
mm/dd/yyyy (e.g., 10/28/2020)
yyyy/mm/dd (e.g., 2020/10/28)
mm-dd-yyyy (e.g., 10-28-2020)
yyyy-mm-dd (e.g., 2020-10-28)
Multiple Options, Checkbox, Textbox List:
Acceptable formats:
Value 1, Value 2, Value 3 (e.g., Blue, Yellow, Green)
You can also use ; or . as separators.
Radio, Single Option:
Acceptable format:
Value 1 (e.g., Blue)
Opportunity Owner:
Format: FirstName LastName (e.g., Logan Paul)
Tags:
Acceptable formats:
Value 1, Value 2, Value 3 (e.g., Blue, Yellow, Green)
You can also use ; or . as separators.
Phone Number:
Format in E.164 (e.g., +1 1234567890).
For US numbers, formats like 123-456-7890 or (123) 456-7890 are also acceptable.
Numerical:
Acceptable formats:
1.23, 1234, .123
Monetary:
Acceptable formats:
1234, 1,234,234.33
Opportunity Followers:
Acceptable format:
FirstName LastName, FirstName2 LastName2 (e.g., Adam Smith, David Lee)
Choose whether to create new records, update existing ones, or do both. This flexibility allows businesses to tailor the import process to their specific needs.
Upload your file and map each column to the corresponding field in the system. This step is crucial for ensuring that the data aligns correctly with your system’s fields.
Before finalizing the import, review the data preview to check for accuracy. Confirm the import to start the process.
Keep an eye on the import progress and check for any errors or warnings. This monitoring helps in quickly addressing any issues that may arise during the import process.
Errors: Instances where missing mandatory fields lead to a failed import for the respective row.
Warnings: Occurrences where non-critical fields fail to update during the import, even though the row itself is processed successfully.
Error: Invalid option selected for multiselect or dropdown field
Solution: Review your import file for any incorrect values in multiselect or dropdown fields. Compare these with the available options in the system. Update the value in your file to match an existing option, or add it as a custom option, and re-import the file.
Error: Invalid Contact ID
Solution: Confirm that the Contact ID is valid and exists in the system. If you are not updating an existing contact, remove the Contact ID from the file.
Error: Could Not Parse Date
Solution: Make sure the date fields follow one of the accepted formats: mm/dd/yyyy, yyyy/mm/dd, mm-dd-yyyy, or yyyy-mm-dd.
Error: Duplicate Unique Property Value
Solution: Ensure there are no duplicate entries in fields marked as unique, such as email addresses or IDs.
Error: File Not Found
Solution: Double-check that your file is the correct type and format. If necessary, re-upload the file.
Error: Required Fields Missing
Solution: Ensure all required fields (e.g., Opportunity Name for opportunities, Email/Phone/Name for contacts) are included and formatted correctly.
Pro Tips
Always check the "Don't update Empty Values" option if you do not want to overwrite existing data with blank values.
Use the opportunity to add tags to related contacts during the import process, which can help in segmenting and organizing your opportunities better.
FAQs
1-What happens if I import a file with missing mandatory fields?
The import will fail for rows missing mandatory fields. Ensure all required data is included in your file to avoid disruptions.
2-Can I update opportunities without an Opportunity ID?
No, an Opportunity ID is required to update existing opportunities. Ensure you have the correct IDs by exporting existing data from your system.
3-What should I do if my date formats are causing errors?
Ensure all date fields are in one of the acceptable formats (mm/dd/yyyy, yyyy/mm/dd, etc.). This standardization prevents parsing errors during the import.
4-How do I handle errors related to invalid dropdown values?
Verify that the values in your file match the options available in the system. If they don't match, update your file or add new options to the system.
5-What are the best practices for handling large imports?
For large data sets, consider breaking the file into smaller chunks to avoid overwhelming the system and to make error handling more manageable.
