TXT or CSV File
A TXT file is a tab-separated text file. The first line of this file contains the field headers (e.g. FirstName, LastName) separated by the tab character. Each subsequent line contains values that match those headers (e.g. Jim
A CSV file is a comma-separated-value text file. The first line of this file contains the field headers (e.g. FirstName, LastName, Priority) separated by a comma. Each subsequent line contains values that match those headers with the text values surrounded by double-quotation marks and numeric values on their own (e.g. “Jim”, “Smith”, 10). Most modern spreadsheets and word processors can export a comma-separated-value text file.
Note that CRMHaven cannot import an Excel (.xls) format file, it must be exported to either TXT or CSV format and must have header fields that match the CRMHaven field names exactly. You will be warned if the headers don’t match those within CRMHaven.
Data Import Map
If you need to regularly import a set of Clients from a spreadsheet that has different headers or data values that need to be converted then consider creating a Data Map to convert the headers and row data automatically upon Preview. This Data Import Map can also be used when exporting the data from CRMHaven.
Importing Clients is the fastest way to enter dozens, hundreds or even thousands of Client records. It also has the advantage of checking if a duplicate Client is already in CRMHaven.
Import Map
Lookup Client Organisation
Checking for Duplicates
Blank Import Template
- Begin by exporting a Blank Template of the CRMHaven fields. Click the Options button and choose Export Clients.
- Set the Amount to Blank template, the Fields to All and the Format to Excel (although any format would do).
- Click OK, choose a location and save the Blank Template
- Open the new Blank Template spreadsheet and move your Client data in to the columns.
- You can change the column order or remove columns, but do not rename column headers.
- You can insert new columns temporarily as long as they are removed before importing.
- Export the spreadsheet as either tab-delimited(txt) or as a comma-delimited(csv) file.
- In CRMHaven click the Options button and choose Import clients. A new Import window will appear.
- Click the Choose button and select your exported txt or csv file
- If you don’t want to check for Duplicates (i.e. you want to import all Clients regardless or else you know there are no duplicates) then uncheck the Check for Duplicates check box.
- Click the Preview button. The Client list is displayed in the list box below with an indication of whether the Client already exists in the database or not.
- It is important to review which Clients are marked for importing and whether the data in the columns seems correct. It is much faster to fix the data before it is imported.
- You can click the Preview button again if you want.
- If you have checked for duplicates you may want to set what the import will do if it finds duplicates in the pop-up.
- Unchecked Clients will be ignored even if they are not duplicates. Setting Ignore duplicates on will skip all duplicates set to true.
- Setting Overwrite Originals will open the existing Client and replace any new imported Client details wiping out any existing Client details (except where the imported field is blank).
- Setting Add Duplicate as New Client (Set Original as Hidden) will keep the existing duplicate Client intact but set its Hidden attribute as true. It will then import the new Client as a brand new Client with a new Client ID. This way you can go back and see the previous Client data if necessary.
- Click the OK button to begin importing.
Apple Address Book
It is possible to import the contents of your Apple Address Book. The unique Apple UID is used to keep track of each separate contact so that they can be synchronised back into your Apple Address Book in future if necessary.
- Ensure the Check for Duplicates checkbox is set right.
- Click the Preview button. All your contacts will appear in the tables ready to import. Note that not all fields are imported as the Apple Address Book can contain multiple sets of certain fields.
- Click OK to begin adding your contacts to CRMHaven.
Sync both ways
Checking Sync both ways lets you bring CRMHaven contacts back into your Apple Address Book. Contacts that were originally added from your Apple Address Book will be synced with the same contact via the Apple UID for that contact. Where a CRMHaven contact did not originate from your Apple Address Book it can be added as a new Apple Address Book contact and will receive its own AppleUID behind the scenes. When Caution should be used with this function so that you don’t wipe out your contacts.
Options
- If you want to import all Clients but a few or no clients but a few then you can turn all Clients to be imported on or off by pressing the All Off or All On buttons, then check the few you want.
- Click the columns headers to sort the columns or drag the column dividers to resize the columns.
- It is recommended you test a few contacts first before importing potentially hundreds of clients.
- The Photo, Client ID or GroupID fields will not be imported.
- Saving a Preview set as an Excel spreadsheet before importing lets you review the potential changes with others before making them.