Import Data to Zoho CRM

Table of Contents  [ Hide]

Import Checklist
Import Limits
Import My data
Import Organization data
View Import History
Related Links

Importing records from external sources to the CRM system is one of the most important activities in marketing and sales. In Zoho CRM, Import records helps you to create records by gathering data through various sources, such as purchasing record database, records from different business units, etc.

You can import records into Zoho CRM, if you are authorized to perform this operation. Otherwise, Import My [Module]/Import My Organization [Module] link in [module] Home page will be hidden in the user interface. By default, the records' ownership is automatically assigned to the user who imports the records. However, you can change the records' ownership while importing by adding a [module] owner column in import (CSV/XLS) file and map to the Assigned To field. The Email ID specified in the Accounts Information page of the record owner must be given in the CSV/XLS file. This will automatically assign records to particular users.

You can import data (records) into Zoho CRM in the following ways:

• Import My data
• Import My Organization data

Import Checklist

Before importing the data, please go through the following checklist:

1. Permission
   Make sure you have the access and privilege to Import data. If you do not have the privilege, the Import link will be hidden in your User interface.
   
   
2. File Format
   The file to be imported must be a comma-(or tab)-separated values' text file. It must be an ASCII file (usually with a .txt or .csv extension in the Windows environment) where each line of text represents a single record. The supported formats are: XLS/CSV/VCF. All file attachments should be separated from the data.
   
   
3. Forbidden Characters
   Any data for the file to be imported should not contain the following characters:
   
   • Double quotation marks(") - use only as a field delimiter
   • Vertical bar (|)
   • Angle brackets (<>)


4. Mandatory Fields
   The required (mandatory) fields must contain a value. Make sure you do not leave blank fields in the source file. For instance, if you are importing account information, each account record must include an Account Name. The Field Mapping page in the Import wizard shows the required fields in the <field Name>* format.
   
   Do not proceed to the next step without mapping the mandatory fields.
   
   
5. Check-box Data
   Make sure that the data you plan to import from Boolean or check box fields contain values that get properly converted during import process.
   Imported data from Boolean and check box fields are converted as follows:
   
   • If check box is selected - True or 1
     
   • If check box is not selected - False or 0
     
   
   
6. Drop-down List
   All data values displayed in the drop-down lists must exist in the corresponding Zoho CRM fields.
   For instance, if you plan to import an account information that contains a value for the industry type drop-down list, before you import the account information, make sure all the industry values in the source file already appear in the drop-down list. If the values do not exist, you must either change the values in the source file to match the existing values in Zoho CRM, or have your administrator add the new values.
   
   
7. Field Names
   Make sure the first row of data (records) in the source file contains the column headings or field names rather than the actual data values. These heading/ field name values help identify the data when you map the new data to the existing fields in Zoho CRM.
   
   
8. Blank Lines
   Remove all blank lines from the file to be imported. A blank line is interpreted as the end of the file.
   
   
9. Date Time values
   The date value for the import data file must be in MM/DD/YYYY format and the date time value must be in MM/DD/YYYY HH:MM:SS
   Date / Date time values in any other format will be ignored during import.
   
   
10. User Name
    The file to be imported into Zoho CRM should have the exact Zoho CRM User name (login ID) for the record Owner field. Otherwise, the User (importing the records) becomes the record's owner.
    
    
11. File Size
    Make sure the file size (Import data) does not exceed 5MB.
    
    
12. XLS Files
    In case of XLS file, only MS Excel 97 - 2003 formats are supported. Unexpected errors may occur if the XLS files contain any special controls like combo filters or images embedded in it.
    

Import Limits

Import My data

This method allows any user of Zoho CRM to import data into Zoho CRM and the records' ownership is automatically assigned to the particular user who imports the data.

To import data:

1. Click [Module] tab.
2. In the [Module] home page, click Import My [Module] data.
3. In the Import Wizard:
   
4. Specify Import File:
   
   • Browse the related source file
   • Select a Workflow Task (if required)
   • Assign source for the imported data
   • Enable manual approval (this demands each data to be manually approved by the administrator before assigning to specific users)
   • For duplicate records, click on a preferred option(skip , overwrite, clone)
   • Click Next to continue.
5. Map Fields:
   
• Associate the fields in CSV/XLS file column header with the corresponding [Module] fields in Zoho CRM
  (Mandatory fields should be properly mapped)
• Click Next to continue.
6. Confirm Mapping:
   
   • Verify whether all fields are mapped correctly
   • Click Import and your records are imported in Zoho CRM.
     Once Import process begins, you cannot cancel it.
7. Click Go to [Module] List.

Import Organization data

This method allows any user of Zoho CRM to import data into Zoho CRM and the records' ownership is automatically assigned to the particular user who imports the data.

To import organization data:

1. Click [Module] tab.
2. In the [Module] home page, click Import My Organization [Module] data.
3. In the Import Wizard:
   
4. Specify Import File:
   
   • Browse the related source file
   • Select a Workflow Task (if required)
   • Assign Lead Owner as per the Assignment Rule
   • Assign source for the imported data
   • Enable manual approval (this demands each data to be manually approved by the administrator before assigning to specific users)
   • For duplicate records, click on a preferred option(skip , overwrite, clone)
   • Click Next to continue.
5. Map Fields:
   
• Associate the fields in CSV/XLS file column header with the corresponding [Module] fields in Zoho CRM
  (Mandatory fields should be properly mapped)
• Click Next to continue.
6. Confirm Mapping:
   
   • Verify whether all fields are mapped correctly
   • Click Import and your records are imported in Zoho CRM.
     Once Import process begins, you cannot cancel.
7. Click Go to [Module] List.

View Import History

• Manual approval option is available only while importing Leads
• Option to ignore duplicate records is not available in Free and Professional Editions, while importing records to Zoho CRM. The duplicate records are automatically cloned.
• The option to skip and overwrite duplicate records is available only in Enterprise edition.

Related Links