How to Import and Export Contacts

How to Import and Export Contacts

Efficient database management begins with a well-organized contact list. Importing and exporting contacts correctly ensures that your CRM is up-to-date, enabling seamless business operations and communication.

Important Note:

If you're not an Admin User, you won’t have access to import/export contacts. To adjust user permissions, navigate to Settings > My Staff > Team Management.

How to Import Contacts to Advisor's Growth CRM:

Step 1: Prepare Your .csv File

• Ensure the first row includes essential headers like ‘first name’, ‘last name’, ‘email’, ‘phone’, ‘additional phones’, ‘tag’, etc.

• For contacts with multiple phone numbers, list them in the "additional phones" column. This allows you to manage multiple numbers seamlessly.

• Format phone numbers correctly. If a "+" sign is required, precede it with an apostrophe (e.g., '+191668128779').

• Avoid using file upload or signature fields in the import.

• Ensure the "Do Not Disturb" (DND) settings are accurate; contacts will be set to DND for all channels unless specified otherwise through workflows and tags.

• Clean your list and check for duplicates before importing to maintain data integrity.

Step 2: Import Your Contacts

You have two options for adding contacts:

1. Manually: Click the "+" sign in the top left to create a new contact.

2. Batch Import: Click the import icon (upward-pointing arrow) to import contacts via a .csv file.

• If you don’t see the import/export icons, check user permissions in Settings > Team Management.

Upon selecting "Import Contacts":

1. Upload a file or drag-and-drop your .csv.

2. Map fields to align your data with Advisor's Growth fields. A green checkmark indicates ready-to-import fields.

   • Column Header From File: Displays the .csv column being imported.

   • Contact Fields: Maps the data to Advisor's Growth fields. Most common fields are auto-mapped, but custom fields may require manual mapping.

   • The "Additional Phones" column allows you to import multiple phone numbers. Use commas, slashes, or semicolons to separate them.

   • For multiple emails, map them to the "Additional Emails" field.

In the next tab:

1. Assign an import name or use the default date-time format.

2. Optionally, Create a Smart List for the imported contacts.

3. Under Advanced settings, you can:

   • Manage duplicates.

   • Add tags or set criteria for identifying duplicates.

   • Activate the Add to Workflow/Campaign option if needed.

   • Validate emails (additional charges may apply).

4. Finalize the import by clicking Submit.

Note: The “Add to Workflow/Campaign” option only applies to new contacts, not updates from a .csv.

Step 3: Validate the Import

• Refresh the Contacts page.

• Go to Contacts > Bulk Actions to verify the status and details of your import.

Important Reminders:

• Each contact record must include at least one phone number or email address for a successful import.

• For issues like error code 1007, ensure all phone numbers have country codes.

• When importing notes, limit each note to one per contact with a 5,000-character limit. Use large text custom fields for longer notes.

How to Export Contacts from Advisor's Growth CRM:

Exporting contacts is essential for data management, strategic marketing, and backup purposes.

Step 1: Access Contacts

• Only account admins can export contacts.

• Navigate to the Contacts tab.

Step 2: Selecting Contacts

• Select contacts individually, use filters, or select all.

• You can either export contacts from the current page or the entire list.

Step 3: Customizing Columns (Optional)

• Click the Columns button to choose which data fields to include in your export.

  • Selecting “Additional Email” in the smart list will include it in the export file.

Step 4: Export Contacts

• Click the "Export Contacts" button and confirm the export.

Step 5: Downloading the .csv File

• After the export is complete, download the .csv file.

FAQs on Contact Export

• Can I export specific data fields?
  Yes, you can customize which fields are included in the .csv export.

• What about notes exceeding 255 characters?
  Only the latest note up to 255 characters will be included. Longer notes are truncated.

• Can I export from multiple accounts simultaneously?
  Exports must be done separately for each account. You can combine .csv files afterward.

• Is automatic export available?
  Not currently.

• How do I import the .csv file into another platform?
  Follow the new platform’s import instructions, usually involving column mapping.