Important: Top Producer CRM now includes a built-in import tool that makes importing your contacts really easy. Using the in-browser tool provides many benefits, including the ability to work in Top Producer CRM while your data is being imported, there’s no need to download/install anything, and it works on a Mac and a PC! See Importing Your Contacts for details.

If you’d like to use the old tool, no problem. Just call Customer Care at 1-800-830-8300 to request access to it. See the steps below on how to use the old import tool.

Preparing to Import Data Using the Old Import Tool

The Import Tool allows you to import data from the following programs:

ACT!, Goldmine, Maximizer, Prep 3 or PowerPak
If you’re importing data from one of these programs, it’s recommended that you contact Top Producer Technical Support for further assistance. Certain procedures are required to ensure that your data is imported correctly into Top Producer.

All other programs (i.e. Outlook, custom CSV (comma-separated values) files)
For all other programs, such as Outlook or for a custom CSV file, continue with the data import instructions below.

Before you begin using the Top Producer Import Tool, you need to export your data into a CSV file format. The CSV format is a recognized industry standard supported by most programs that’s readable by virtually any database or spreadsheet program. Also, including column headers in your file can greatly speed the import process. For a list of all importable fields and their headers, see the Export section in the Import and Export Fields article.

For more information on how to export your data, see your third-party application’s documentation.

Note: For ease of use, it’s recommended that you save the CSV file on your Desktop.

Downloading the Old Top Producer Import Tool

The old Top Producer Import Tool installation file is no longer available for download from within Top Producer CRM. If you already have the Import Tool installed, it will still function normally. If for some reason you need to use the old Import Tool instead of the new Top Producer Import Wizard and do not have it installed, please contact Top Producer Customer Care at 1-800-830-8300 for assistance obtaining the Import Tool installation file.

Importing your Data

Once you have obtained the Import Tool installation file, double-click the TP Data Transfer.exe file to install and open the Top Producer Data Transfer Wizard.

  1. From the list of programs displayed, select the program from which the contacts were exported. If your program doesn’t appear in the list, select .CSV file, then click Next.


  2. In the appropriate text boxes, type your Top Producer CRM Username and Password, then click Next.


  3. Select the source data file that you want transferred into Top Producer.
    1. Click Browse to display the Select the file to transfer pop-up window.


    2. Click the Files of type drop-down list and select .CSV.
    3. Click the Look in drop-down list and navigate to the location of the exported .csv file on your computer.
    4. Select the file.
    5. Click Open.


    6. The selected file and its path appear in the Select data file section. Click Next.
  4. The Data Transfer Wizard’s Field Mapping Utility allows you to map and import most data files. Mapping defines how data in your source file will be imported into Top Producer CRM. For example, fields must be mapped correctly to ensure that your contact’s first name is mapped to the First name field in Top Producer and won’t accidentally appear in the address field.
    If you have a complex data file, or if you’re not comfortable with the mapping procedures, please contact Top Producer Technical Support for further assistance.

    If you selected:

    • A source program from the list (i.e., Outlook XP, Prep, etc.), the mapping settings will be automatically defined. Do NOT change these settings. However, you should still review the mapping settings to verify that the data is mapped properly. Use the scroll bar in the Map these values list on the left to review the values stored in each contact record. You can use the Previous (8i Import Tool) or Next (8i   Import Tool) arrows located below the Map these values list to review the contact records.
      If the data appears to be mapped correctly, click Next.
    • The CSV file option, you’ll need to manually map your data.

    View detailed steps

    1. When the map settings window of the Data Transfer Wizard displays (step 4 of 9), each record in your data file is listed as a unique record in the Map these values list on the left. In this example, everything displayed in the Map these values list is associated with the contact record named “Kelly Agent.” The scroll bar in the Map these values list allows you to scroll up or down to view all of the values associated with this particular contact record.
    2. 8i Mapping Data -   Import Tool

      Note: If the first record displayed in the Map these values column contains “header values”, such as PriFName or HomePhone, instead of the contact data, this is normal. In this case, select the First row is a header row check box. Then, click the right arrow below the Map these values column to display the next record in your data file.

    3. In the Map these values list on the left, highlight a value you want to map. Then, from the To these columns list in the center, highlight the blank space that is next to the value you selected in the first list. For example, if you highlighted row 2 in the left list, then also highlight row 2 in the center list.
      The line you highlight in the center list is now ready to be mapped to a Top Producer 8i field.
    4. 8i Mapping Data -   Import Tool

    5. From the Top Producer columns list on the right, click [+] and [] to expand and collapse the categories. When you find the field name that corresponds to the data value you highlighted in the Map these values list on the left, click the left arrow [<] to add the field to the To these columnslist in the center.
    6. 8i Mapping Data -   Import Tool

    7. Repeat steps 2 and 3 until all the values you want to import have been mapped to their matching field names.
    8. Review these points about the mapping process:
      • If there are values in the left hand list you don’t want to import, leave the matching row in the To these columns list in the center blank. Any value that doesn’t have a matching field name beside it won’t be imported.
      • If you want to unmap a value, highlight the field name in the To these columns list, and then click the right arrow [>].
        This will remove the field name from the To these columns list in the center, which ensures the value isn’t imported into 8i.
      • If you want to clear all the mapping settings you’ve made and redo the mapping process, click the double-right arrow [>>].
    9. Scroll through the records in the file you’re importing from, clicking the Previous (2) or Next (3) arrows located below the Map these values list. It’s a good idea to review a few of the records to make sure the mapping is consistent from record to record.
    10. When you’re finished mapping the fields, click Next to go to the next step of the Data Transfer Wizard.
    11. Saving the Mapping Settings

      You can save the mapping settings for future use, if you think you’ll be importing files of the same type later on.

      • From the Step 4 of 9 window, click the Save button > choose where you want to save the mapping settings > enter a name in the File name text box.

      Using Saved Mapping Settings

      • From the Step 4 of 9 window of the Data Transfer Wizard, click the Load button > find the saved .txt file > click Open.
  5. You should now assign a unique contact type to the contacts being imported. This allows you to locate the contacts in Top Producer, and edit or delete them in the event the data wasn’t properly mapped prior to the import. If you don’t assign a unique contact type to the records now, it may be difficult to locate them in Top Producer later.


    To assign a contact type:

    1. Select one or more contact types from the list, then click Assign.
    2. You can also type directly into the Contact types field. Any contact type you enter manually will be added to the list of Top Producer CRM contact types, and you can search for this group in Top Producer using the Advanced Search feature.
      If you don’t know what to enter in the Contact types field, we suggest using the word “Imported” along with the current date. For example, “Imported_March_11_2012.”

      Note: When entering multiple contact types, separate each type with a comma [,]. You should limit any symbols and punctuation to only the most common ones. Do not use the comma unless it’s being used to separate multiple contact types.

    3. Click Next once your contact type(s) have been assigned.
  6. A grid displays all the information that will be imported into Top Producer CRM. Verify that the data is correctly mapped to the respective Top Producer data fields, by comparing each column’s header with the data contained directly underneath it. For example, make sure that first name, last name, address, etc. appear in the correct fields.


    Note: If it appears that the data is not correctly mapped, make a note of which fields are incorrect and click Back twice to return to the mapping process. The review the mapping choices to correct the issue.

  7. If the data is mapped correctly, click Next.
  8. Enter your personal email address (not your email address for Top Producer, as this is the email address that recieves the data import status updates).Then click Start.


  9. The Data transfer in progress window displays the progress of sending your data to Top Producer CRM. When the data transfer is complete, click Finish.
  10. IMPORTANT! If you perform the data import process multiple times, your imported contact information will be duplicated in Top Producer. Any contacts in the imported data that are already in your Top Producer database will also be duplicated.

    While the data is importing into your Top Producer database you will be unable to log in. When the data has been successfully imported, you’ll be sent an email letting you know the import process is finished. At that time, you can log in to Top Producer and review the data you’ve imported to ensure it was successful.