How do I import client records?

How do I import client records?

Written by Charlotte Ballais
Last update: Thursday, Nov 25, 2021

Sellsy offers a powerful interface to manage your data imports.

To import companies or contacts, click Settings then Data Imports.

You then arrive in the import management page, which will give you access to the history of your imports.

Click Import Data.

You can then choose what type of data you want to import:

  • Companies: Billable legal groups
  • Individuals: Billable legal individuals
  • Contacts: that can be connected (or not) to a company

When you choose the desired type of import, the system will display all kinds of fields that can be imported:

Note: fields in bold are required fields for import.

Important: to simplify the preparation of your file, you can download a blank template containing all the expected columns in your account.

In the next window, you can configure your import.

Import your data in the interface

You have two options to upload your file:

Copy / paste from Excel:

This is the preferred solution because it avoids any risk of error with file encoding. If your file is okay in Excel (or other spreadsheet), it will be okay in Sellsy.

To use this feature, just select your data in Excel and then paste it into the box that is presented to you:

Right after you paste it, it will be unclear and unstructured, but do not worry, this is normal. It will display correctly after it is saved in Sellsy.

Import a CSV file

The alternative is to import a file that you have prepared in CSV format.

In that case you can choose the type of file column separator (usually the comma in English versions of Excel) as well as encoding (we advise you to always favor UTF-8 encoding for your imports).

Preparing your data for import

Once your data ready, click Analyze Data.

Your data is displayed in columns.

The green columns were directly recognized by the system; there is nothing more to be done.

When a column is blue it means that the data was not recognized:

By clicking on the drop down menu you can choose not to import the column (which is displayed in gray).

You can also choose one of your existing fields in Sellsy, and the column will then turn green.

When all your columns are green or gray, you can import your file.

Note: You can manage the selection of the columns with one single click, above listing, if you are okay with only importing the columns that ready.

Advanced options: updates, conflicts...

Before importing your data, you can set a number of parameters if your file is an update of your existing Sellsy file.

Select the comparison fields

The comparison fields allow you to check if data already exist in your account and update it accordingly.

For example, if you want to update the company ACTIVANE, you can tell the system to recognize it:

Several types of comparison fields are available:

Important: If you choose several comparison fields, the system will find comparisons only if all the fields are found. Otherwise, a new record is inserted.

For example, if you changed the name of a company, do not choose this field for comparison.

Good to know: Sellsy identity numbers are automatically created when the object itself is created in Sellsy. So you can only recover that information with an existing data export. Do not fill this column when you import new data.

Update Actions

These actions allow you to choose what to do when a match is found.

If the data does not exist in Sellsy, you can choose to insert a new record or not.

For example, if you import an update and the file contains a company that does not already exist in your account, you can choose to create it or not.

If the data is found in Sellsy, you can choose to update the record or not.

If a cell in your file is empty, you can choose to overwrite the value or not.

For example, if a phone number has been entered in the Sellsy contact but not in your update file, you can choose not to change existing data in your account.

Finally, for smart tags, you can choose either to merge smart tags in your file with existing smart tags on Sellsy, or replace them completely.

Custom fields import options

Similarly, you have options on what to do for custom fields.

If a mandatory custom field is empty, you can choose to import the line leaving the required field empty or not to import the line.

If a list type value does not exist, you can choose to create it or not.

For example, if you have a custom field list containing the values North, South, and East on Sellsy and your import contains the value West you can choose to automatically add the value to your custom field.

If a custom field cell in your file is empty, you can choose to automatically add the default value defined in your account, or do nothing.

Track your import and possible actions

Your import is now running, you are redirected to preview your import.

During treatment, your import is marked as waiting for processing.

In the same place you will find the characteristics of your import.

When your import is processed, you receive an email alert and import result data is displayed:

The Changes tab lets you check the actions for each line:

If you right-click on a line you can access the details of the changes for the line:

You also have access to several actions:

The first button allows you to cancel the import before it is processed by the system.

The second allows you to cancel the changes and roll back to the original state before import.

The third allows you to download the import file in Sellsy format.

Finally you can download the error file to check lines that have problems.

Gestion des contacts et sociétés

Gérez votre base de contact et de sociétés

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Written by Hervé Taillieu and Charlotte Ballais.