Importing Your Contacts

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We know how important importing contacts is to your business. That’s why we’ve made it quick and easy to import contacts into Top Producer CRM, so you can spend time growing your business—not entering contact information.

Import Checklist

You want this to be easy, and it will be! Just make sure that:

1. You are importing the correct file type. You can import Comma Separated Values (.csv) and Mac OS vCard (.vcf/.vcard) files.
2. If you’re importing a CSV file, then it should contain a header row. If it does, we’ll try to match the data in your file to the correct fields in Top Producer CRM.
View header row examples and how to create one

This file has a header row:



But this file doesn't:



Spreadsheet programs like Microsoft Excel make it easy to create CSV files.

The first row in your file should contain the column titles/field names (First Name, Last Name, Home Phone, etc). The rows below should contain the actual data (John, Smith, 916-555-3265).



For a complete list of the Top Producer CRM header row values, see the Import and Export Fields article.

When you’re done, go to File > Save As > from the Save as type drop-down list, select CSV (Comma Delimited) (*.csv) for Windows users, or CSV (Macintosh) (*.csv) for Mac users. (Just click OK or Yes when Excel prompts you, and then close.)

Importing Your Contacts

Importing your contacts into Top Producer CRM is as easy as 1-2-3. Feel free to continue working in Top Producer CRM while your contacts are being imported. We’ll email you when it’s done.

1. Launch the import tool and select your data file.
View steps

From the Setup Wizard, select Import contacts into Top Producer CRM from a CSV or vCard file > click Close wizard and start importing contacts.



Or, if you’ve already set up Top Producer CRM, from the main menu, go to Contacts > Import Contacts.

From the Import Contacts page, click Choose file to import and select your import file.



2. Select the pipeline stage and contact type(s) you want to assign to your imported contacts. Also, if you're part of a team, you can assign the imported contacts to a team member.
View steps

You can assign 1 pipeline stage and 1 or more contact types to the contacts you are importing:

• Pipeline stage: Helps you define where your sales opportunities are in the lead lifecycle so you can get an accurate view of your pipeline at any time.
• Contact type: Helps you categorize your contacts so you can easily find them later. If assigning multiple contact types, make sure they are separated by a comma.
• Assigned to:  Select a team member's name from the list if you want to assign the imported contacts to them. Or, select Unassigned if you want to assign them to different team members after the import.

3. Match your data with fields in Top Producer CRM. (vCard users don't need to do this—go to step 3!)
View steps

If you’re importing a CSV file, now’s the time to make sure your data is imported into the correct fields in Top Producer CRM. For example, you’ll want to make sure that the contacts’ first names are imported into the First Name field in Top Producer CRM.

If your CSV file contains a header row (see step 3 in the Import Checklist above), we will try to match each column in your data file to the correct field in Top Producer CRM. Nobody’s perfect though, so make sure you scan each column to make sure everything looks good!

If you need to make a change, or the columns aren’t mapped, just select the correct field from the Map to drop-down list.



Leaving a field unmapped

Fields that aren’t mapped display Not Mapped in the Map to list. If you leave a field unmapped, it won’t be imported into Top Producer CRM. If you want to import these fields, just map them or select Add to Contact Notes from the Map to list to add them to your contact notes.

Skipping a field

Don’t want a particular field imported into Top Producer CRM? No problem, just select Not Mapped from the Map to drop-down list.

Mapping data to the same field multiple times


Most fields can only be mapped to once, and will disappear from the Map to list once mapped. For example, you can only map your data to the First Name field once, and when you do, it won't appear in the Map to list for selection. For a list of the fields you can map to multiple times, see the FAQ below.

When you’re done, click Start Import. We’ll send you an email when the import is done.

Confirming Your Import

All done! Now you likely want to view the list of contacts to make sure everything is the way you want it.

What to do if it was less than perfect

It happens… Your data may not be imported exactly the way you want it. That’s why we’ve made it easy to delete the imported contacts to get you back on track again.

I've imported my data. What do I do now?

Wondering what you should do after you’ve imported your data? The Recent Imports list (accessible from Contacts > Import Contacts) is where you want to be if you want to perform actions on your imported contacts.

1. First, organize them:
   Set them to sync with your Google or Outlook account.

   If you haven't yet set up Google or Outlook Sync, see the Google Sync Setup and Outlook Sync Setup articles for details.

   If you have set up the sync and want to add your imported contacts to the sync list, go to Contacts > Import Contacts. From the Recent Imports list, select an import > select the contacts > click More Options > Add to Sync.

   Categorize them using contact types now, so you can easily find them later.

   From the Recent Imports list, select an import > select the contacts > click Mass Update. From here you can assign Contact Types to all selected contacts.
   Set their pipeline stage so you know where they are in the lead lifecycle.

   From the Recent Imports list, select an import > select the contacts > click Mass Update. From here you can select the Contact Status that reflects where they are in your pipeline.
   Assign contacts to your team members (team accounts only).

   From the Recent Imports list, select an import > select the contacts > click Mass Update. From here you can select the team member from the Assigned to drop-down list.

2. Then, follow up:
   Do a mail out.

   From the Recent Imports list, select an import > select the contacts > click Schedule Activity. From here you can select the Type of mail out > select your Template > click Print Preview.
   Apply an action plan.

   From the Recent Imports list, select an import > select the contacts > click Mass Update. From here you can select the Action Plans you want to apply.
   Send a Market Snapshot (if you have a license).

   From the Recent Imports list, select an import > select the contacts > click Mass Open. From the contact’s record, go to Perform Action > Create Market Snapshot. From here you can specify the details, and then click Next to send one to the next contact.

FAQs

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