Your leads may be present in a spreadsheet, or a database application such as MS Access, or in any other software application. You will have to first export the leads to a CSV (Comma Separated Value) file. Or if you have leads in an Excel file, you can save it as a CSV file.
Use this procedure to import the CSV file containing lead information into LeadSquared.
Note: You cannot stop or undo a lead import once it has started.
- You have to save the Microsoft Excel document in which you have captured the lead details as a Comma Separated Value (CSV) file. CSV is a common, relatively simple file format that is widely supported by consumer, business, and scientific applications. CSV content should not have comma (,) semicolon (;), pipe (|), tilde (~), back quote (`), caret (^) in the header. You can refer to Formats supported in Excel to learn more on how to save an excel file into CSV file.
- You have entered column names in the CSV files. The column names would be the different lead details you have captured. It is mandatory to include column names for successful import. Typical examples of column names would be First Name, Last Name, Email, and so on.
- You can get a sample CSV file for your reference to learn how an ideal CSV file with lead information looks like and also try to import the same. By this, you will get an idea of all the steps involved in the import before going on to import the actual file in which you have captured the lead information. You can download the sample CSV here.
- There is a high possibility that most of the fields in your CSV files can be mapped. You can find a list of lead fields by navigating to Dashboard -> My Account -> Settings -> Manage Custom Fields. If you do not find a relevant field to map in LeadSquared, you can create Custom Lead Details. For more information, refer How to Create Custom Lead Fields.
Importing leads from a CSV file involves 4 steps:
- Upload the CSV file in which you have captured the lead information. For more information, see Upload CSV.
- Map the relevant fields with LeadSquared. For more information, see Map Fields.
- Choose how you want to handle duplicate lead records, select lead owner, and choose lead sources. For more information, see Actions.
- View the summary to check for confirmations and errors. For more information, see Summary.
Uploading CSV files is the first step towards importing leads into LeadSquared. You have to remember that only CSV files can be uploaded. If you have your lead details in an Excel document, convert it into a CSV file.
To upload a CSV
1. From the dashboard, go to Leads -> Manage Leads. Click Import Leads.
2. Click Upload CSV to select the required file and upload it. Click Next after the file is uploaded.
Note: Some common error messages you could get in this step.
- You will get this error message when you select any file which is not in CSV format.
- You will get this error message when you select an empty CSV file.
This option allows you to map lead details such as Name, Email, Company Name and so on in your CSV file with the fields available in LeadSquared.
To map fields in LeadSquared
1. Click on the check box you want to map. By default all the check boxes are selected. Select the field to which you want to map on the right side. After mapping, click Next.
2. In case you want a field in the CSV file to be absent in LeadSquared, uncheck that particular check box. In the below example, say, if you do not want to include Notes in LeadSquared, you could uncheck that check box.
3. Click Create New Field if you do not have a field for the corresponding column in your LeadSquared account. The Add Custom Field pop-up box is displayed.
4. Enter the required details and click Save. Click Save and add new to save and add a new custom field.
Note: You can also create custom fields by selecting Create in the page which takes you to the Lead Fields section of your LeadSquared account where you can create your custom field to to map with the fields in your CSV file.
The Actions tab of Import Leads allows you to do the following:
- Handle duplicates
- Select Lead Owner
- Add to List
- Add Tags
- Select the Lead Source
Lead Import Rules
Lead Import Rules allows you to check for validity and duplicity of email addresses in import data. When CSV file contains a Lead having an email address that already exists in LeadSquared then it is considered to be a duplicate.
(i) To handle duplicate records, you have three options
- Ignore Duplicates: If you select this option, LeadSquared system will ignore the duplicate record in the CSV file. The record will NOT be imported. This is the default option that is pre-selected.
- Overwrite duplicates: If you select this option, CSV file data will overwrite the data in the LeadSquared system.
- Update empty fields of duplicates: If you select this option, only empty fields of the duplicate records in LeadSquared will be updated with corresponding CSV file data.
(ii) Uncheck Import only if valid email id exists in CSV if you want to import leads with invalid email addresses also.
Example: This following example describes the behavior for each of the duplicate handling functions.
Assume that firstname.lastname@example.org is already present in LeadSquared. The CSV file also contains the same Email Id. LeadSquared does not allow for duplicates.
Let us see what happens when you select a particular option.
- If you have selected the ignore duplicates option, all the lead details will be completely ignored. It will not import any of the lead detail even if the lead details are new or are updated.
- If you have selected the overwrite duplicates option, the lead details which you have selected to be mapped would be updated. Say, if you have selected First Name, Company and Lead Stage to be mapped; only these fields will be updated in LeadSquared. The new values in LeadSquared will be John, Acme Corp and Prospect.
- If you have selected update empty fields option, those lead details which are empty in LeadSquared will be updated. Say, if you have selected Lead Stage to be mapped into LeadSquared, and say that for some reason that field is empty in LeadSquared, then only the Lead Stage will be updated as Prospect. The remaining details will remain the same.
Lead owner manages the lead lists. By default the logged in user is displayed as the lead owner. You can change the lead owner if by choosing one in the dropdown.
You can assign the leads to any List which you have created, or you can create a new list based on the business requirement. If you want to create a new list, enter the list name and enter a description for the same.
NOTE: When you create a new list, it is created as a Static List. To learn more about Static and Dynamic Lists, click here.
Assign tags to the imported leads. The tags can be used to filter the imported leads from the Managed Leads window.
Select lead source from which you have got the lead details. Source may be social media, direct traffic, referral, organic search, and so on. You can add a new Lead Source in the Lead Source Management settings.
If you have mapped a particular lead detail in your CSV file to the Lead Source field in LeadSquared, then this option is automatically updated. You will not be allowed to make changes here. For instance, if a field named Reference is mapped to Lead Source, lead source details will get updated automatically.
In this step, a confirmation message will be displayed after successfully importing CSV file. Else, wizard will display the error records, which contain character encoding errors. If any error occurs while importing the CSV file, open the CSV file and correct the records. Restart the Import Leads wizard to re-import the corrected CSV file.
Special Scenarios During Import
When you are importing data from the CSV files, you may encounter one of the following situations
- When your CSV files contain Date fields, example Contacted On, Followed Up on, Birthday, and so on, you should ensure that firstly, you have to create a custom field for that. For more information on how to create a custom field, see here. Secondly, you should ensure that the dates are in dd/mm/yy or mm/dd/yy format.
- If your CSV file contains a field which can be represented through a dropdown, you could create a custom field for the same and map this information during the import process.
- If the CSV file contains a lead detail of Boolean type, you can create a Custom Field for the same and then map the information during import process. If the field is empty then, by default it is mapped as NO in LeadSquared. For example, Valid Passport is lead field, and for one of the leads, there is no information/the field is empty, then it is mapped as a NO.
- If your CSV file contains a field about Do Not Email lists, you can map it in LeadSquared to the Do Not Email field and this will get updated in LeadSquared in the Do Not Email List.