Mass import of Accounts and Contacts will be useful when you need to register multiple customers into Raynet at once. For this purpose, we have created an Import Template for Accounts and Contacts. This is used to transfer the contact data of Accounts and Contacts into the CRM. Data import can only be performed by Administrator.
In the upper right corner of the screen, click on your name » Settings.
In the left menu, you will find the item XLSX Data import. For importing Accounts and Contacts, the first template is available. Continue by clicking on Import.
In the first step, download the import template to your device and fill it out according to the instructions found inside the template. Each cell can contain text (value) with a maximum length of 255 characters.
Important: For each import, it is necessary to always download the current import template so that it contains the correct settings and all custom fields. In the import template, it is also necessary to preserve the original cell format; otherwise, the data may not be imported correctly into Raynet.
In the second step, upload the filled template back to Raynet.
After uploading the filled template, the Import Data Check Result will be displayed. If there are any data mismatches during the import, you will also see the number of errors here. The justification for a specific error along with a link to the corresponding line where the error is located can be found by clicking on view error list.
Correct the erroneous data in the import template and save the file and re-upload it to Raynet.
In the third step, you will start the import. If there are duplicate records here, you can choose whether to import with duplicates or without them.
If you want to import duplicate Accounts, you can check the option Import including duplicates.
Duplicates are checked as follows:
Account: Tax ID and then Name.
Account (Individual person) : Tax ID, then Account Name in individuals and Email 1 and 2, or Account Name in individuals and Phone 1 and 2.
Contact: First name and Email 1 and 2, then First name and Phone 1 and 2.
Once the import file is error-free, proceed by clicking the Run Import button. If you do not correct the erroneous items and still click the Run Import button, only the data without errors will be imported into Raynet.
Important: You can import a maximum of 10,000 accounts at once. The import template is used to import new contacts into the contact database. The template is not for updating contacts.
Deleting an import
If you find after the import that you did not fill out the template correctly, you can easily delete the entire import.
You can delete it again in Settings » Import data from XLSX » Delete import.
Here, you will then choose the type of records you want to delete (in this case, these will be Accounts and Contacts) and select the label. This is automatically assigned to the records during each import and contains the date and import number.
To complete, click the Delete button. This will delete all records that are not yet linked to any other records.
Import with optional fields
If you have started using optional fields for Accounts or Contacts, you can also import data into these fields via the import template. Importing into optional fields is only possible for newly uploaded records. Therefore, the template cannot be used as an update template.
You can learn how to create optional fields in this article.
First create the optional field and then download the import template. The columns with optional fields will be reflected at the end of the table in the import template.