FAQs in this section
Who is a Contact?
Can my Contact be an Organization?
How do I create a Contact?
Can I add a Contact with only a few details and add more details later?
How can I add hundreds of Contacts at once?
Can I export my Contacts to an external source?
Can I duplicate a Contact record?
What happens to Contacts and Deals when I delete their related Organization?
How can I see the number of deals related to a contact?
How can I assign a Contact to a rep?
How can I change a Contact back to a Lead?
If a Contact moved to another Organization (Company), how should we deal with it?
Where do I set the customer support period for a Contact?
Can I create a Contact using Quick Create?
How do I identify if a Contact is a Lead or a customer?
How do I convert a Contact into a customer?
What does a Contact's Lifecycle Stage field indicate?
What is Contact Hierarchy?
How do I set up a Contact Hierarchy?
Where do I view the Contact Hierarchy?
How do I transfer a Deal and its Contacts to a different Sales rep?
I want to export only a few Contacts. How can I do that?
How do I delete many Contacts at once?
What are the different ways to create a Contact?
How do I import Contacts from a .csv file?
Table of Contents
Follow these steps to import records into Vtiger CRM:
Step 1: Go to the Import screen
1. Click on the Menu icon.
2. Click the Tools tab.
2. Select Import.
3. Click +New Import.
Step 2: Select a file to import
1. Enter a title for the import process.
2. Select Contacts in the drop-down.
3. Select the format of the file you want to import and the Header.
Step 3: Set up field mapping
Use this step to map fields in your local file to the fields in Vtiger CRM. Fields that have the same names in the local file and CRM are mapped automatically.
1. Map Column Name in your local file to CRM Field in the CRM.
2. Provide a Default Value for fields.
Step 4: Set up Duplicate Handling
What will you do if a record that you are importing is already present in the CRM? Vtiger’s Duplicate Handling feature will sort it out for you. You can begin by checking if there are duplicate records.
1. Check for Duplicates.
2. Do not Check for Duplicates.
By selecting this option, you can create new records in the CRM without checking for duplicates.
3. Click Next.
4. Review the field mapping by looking at the preview (Preview displays a maximum of three records).
5. Click Start Import.
Note: You won’t be able to see the Duplicate Handling step when importing records into Inventory or Users.
Step 1: Go to the Import screen
1. Click on the Menu icon.
2. Click the Tools tab.
2. Select Import.
3. Click +New Import.
Step 2: Select a file to import
1. Enter a title for the import process.
2. Select Contacts in the drop-down.
3. Select the format of the file you want to import and the Header.
Note: Headers are column names in your local file. They make mapping column values to CRM fields easy.
4. Choose a Character Encoding type.Note: Make sure the Character Encoding matches that selected in the local file.
5. Choose a delimiter.Note: Delimiter is the character that separates fields in your local file. The CRM identifies different fields with the help of the delimiter.
6. Select a file to import by browsing through your computer.
Note: Vtiger CRM supports .csv, .vcf, and .ics file types for importing.
- .CSV (Comma-Separated Values) files are used to import records into any CRM module.
- .VCF (Virtual Contact File) files are used to import only contacts.
- .ICS (iCalendar File) files are used to import only calendar data such as events and tasks.
Step 3: Set up field mapping
Use this step to map fields in your local file to the fields in Vtiger CRM. Fields that have the same names in the local file and CRM are mapped automatically.
1. Map Column Name in your local file to CRM Field in the CRM.
2. Provide a Default Value for fields.
Note: Default values are used when the value of a field is empty. In such cases, Vtiger CRM picks up the field’s default value.
3. Click Next.Step 4: Set up Duplicate Handling
What will you do if a record that you are importing is already present in the CRM? Vtiger’s Duplicate Handling feature will sort it out for you. You can begin by checking if there are duplicate records.
1. Check for Duplicates.
a. Select Check Duplicates if you want to check for duplicate records while importing.
b. Select the field name that will decide whether a record is a duplicate.
i. Select Add New Records if you want to create new or unique records in the CRM. If there are duplicate records in your local file, they will not be imported.
ii. Select Add New Records and Update Existing Records if you want to create new or unique records in the CRM. If there are duplicate records in your local file, then the CRM records will be updated with the field values specified in the duplicate records.
ii. Select Add New Records and Update Existing Records if you want to create new or unique records in the CRM. If there are duplicate records in your local file, then the CRM records will be updated with the field values specified in the duplicate records.
2. Do not Check for Duplicates.
By selecting this option, you can create new records in the CRM without checking for duplicates.
3. Click Next.
4. Review the field mapping by looking at the preview (Preview displays a maximum of three records).
5. Click Start Import.
Note: You won’t be able to see the Duplicate Handling step when importing records into Inventory or Users.
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