Mass Account and Contact import will come in handy if you need to add multiple customers to Raynet at once. For this purpose, we have created an Import template for Accounts and Contacts. It is used for transferring information about Accounts and Contacts into the CRM system. The data import can only be done by the Administrator.
In the top right corner of the screen, click on your name » Settings.
In the left menu, you will find the XLSX Data Import item. To import Accounts and Contacts, use the first template. Proceed by clicking Import.
In the first step, download the import template to your device and fill it out according to the instructions inside the template. Each cell can contain text (a value) with a maximum of 255 characters.
In the second step, upload the filled-out template back to Raynet.
After uploading the filled-out template, the Import Data Check Result will appear. If there are any data discrepancies in the import, you will also see the number of errors. You can find the reason behind each error and a link to the row in which the error had occurred by clicking on Show list of errors.
Correct the errors in the import template, save the file and re-upload it to Raynet.
In the third step, run the import. If you have duplicate records, you can choose whether to import with or without them.
If you wish to import duplicate Accounts as well, tick the Import with duplicates checkbox.
Duplicates are checked as follows:
Account: Name or title.
Account (Individual): Account name that is marked as an individual person and Email 1 and 2, alternatively, account name that is marked as an individual person and Phone 1 and 2.
Contact: Name and Email 1 and 2, followed by the name and Phone 1 and 2.
Once the import file is error-free, click the Run Import button. If you do not correct the errors and still click the Run Import button, only the error-free data will be imported into Raynet.
Important: A maximum of 7500 accounts can be imported at a time. The import template only imports new contacts into the database. The template should not be used for updating contacts.
Deleting the import
If you find out after the import process that you have not filled out the template correctly, you can easily delete the whole import. This can be done through Settings » XLSX Data Import » Delete Import.
Here you can select the record type you want to delete (in this case, Accounts and Contacts) and select a tag. The tag is automatically assigned to the records each time they are imported, and it contains the date and number of the import.
To finalize the process, click on the Delete button. This will delete all records that are not yet linked to any other records.
Import with custom fields
If you have started using custom fields for Accounts or Contacts, you can import data into these fields via the import template. Importing into custom fields is only possible for newly created records. That means that the template cannot be used for updating records.
Learn how to create custom fields in this article.
Create the custom fields first and then download the import template. The columns with custom fields can be found at the end of the import template.