Teamgate CRM allows you to easily import a client database from other sources, such as XLSX, CSV, vCARD files, or other third party applications, including LinkedIn, Outlook, Mac address book, Google contacts.
Database import consists of two parts:
- Which fields can be imported?
- Show me a proper file example
- How can I add details to a company or contacts?
- My contacts have more than one email or phone number
- The company has several contacts within the company
- Can I filter my contacts by the city after my file is imported?
- How to distinguish loaded contacts from those existing in Teamgate?
- How can I import data which is specific for my own use?
1) Import file preparation
The database must meet our uploading requirements in order to be displayed correctly when uploaded.
Imported appropriate files can be in 2 different formats:
- CSV (Comma Separated Values, 50,000 rows can be uploaded)
- XLSX (Excel newer format, 150,000: number of columns)
Example: Your XLSX file has 25 columns. In order to know how many rows will be imported using the formula: 150,000: 25 = 6000. You can upload 6000 rows to Teamgate.
It should be noted that other formats are not available. The simplest and most popular option is to import XLSX files due to the fact that the majority of users have MS Office programs. If your file is exported from a different system, this will most likely be a standard CSV format.
We recommend you import a small subset of data as a sample so you may test the import tool in order to determine how your data will look in Teamgate.
Which fields can be imported?
Your file should be regimentally neat with all data placed in the correct cells. Distribute all data in the appropriate columns: Name and surname in one 'name' column; the country in the 'country' column; address in the 'address' column, etc.
Required fields are Company or Contact name.
Teamgate supports the following standard data columns:
- Person's Name (Name and surname in one cell)
- Company name
- Date of birth
- Company code
- Owner (Responsible for the client)
- Contact person’s job title
- Personal code
- VAT code
- Email (Work, personal, service, optional)
- Telephone Number (Work, mobile, fax, home, optional)
- Reference (Website, Twitter, Blog, Facebook, LinkedIn, additional URLs, Skype)
- Address (address, city, postal code, country)
- Groups (type, source, activity status)
- Number of employees
- Custom fields
NOTE 1: Please separate your address, city, ZIP code, and country. People's names and surnames must be in one column.
NOTE 2: If you want to import only the countries or cities, please add the address column and leave it empty. Your country will be linked correctly.
NOTE 3: If you have more records it is not necessary to delete them, simply press "X" when uploading to Teamgate.
NOTE 4: If you do not assign an owner/user - those responsible for a particular Company/Contact - then the owner will be the person who has imported the file.
Show me proper file example!
How can I add details to a company or contacts?
You can choose the way you want to assign details (phone, email, etc.) to the company, or to individual contacts (people) within the company. If the details are different, or need to be assigned to contact and the company, all you need is to have two columns in your import file (for example, company phone number and contact phone number). Just match your file's fields to the fields in Teamgate.
My contacts have more than one email or phone number
Additional email addresses and alternate phone numbers should be in separate columns in your source data file. During import the preview page will allow you to map these imported columns to fields within the application.
The Company has several Contacts within the company
Copy the company's name into as many cells as you have contacts related to that company. You do not need to repeat the company's details.
Can I filter my contacts by city after my file is imported? The city is in the same field with address, country, and ZIP code.
Unfortunately you can not. City, ZIP code, country, and address should be in separate fields. Importing these elements individually into separate fields is the only way to filter all the data correctly. If the data is imported correctly into separated fields you will then be able to filter by city.
How to distinguish the loaded contacts from those already existing in Teamgate?
Here are some recommendations:
- First, create a new tag in Teamgate: Settings > Customizations > Tags. Select 'Contact's tags' and 'New tag'. You can set any title you want.
- Add new column 'Tags' in your import file.
- Every company or contact should have a tag with the title from step 1.
- Match your file's tag column to the field 'Tag' in Teamgate.
- If data is imported correctly with tags you will then be able to filter by tags.
How can I import data which is specific for my own use?
TAGS, TYPES, INDUSTRIES, SOURCES
Before beginning the import process go to 'Settings' and create your custom fields, types, industries, and any other tags which you may want to map during your import. If the system default fields do not include values that are in your file these new custom fields will fill in the blanks for you.
These fields must be created before importing your file to the system; there is no option to create them during the import process.
Press the icon with your credentials > Settings > Customization > Select: Tags; Sources; Industries; Custom fields; Statuses.
Settings > Customization > Tags > Add new
After creating tags in Teamgate, and during the file import process select where you want the tags to appear; Personal fields or Company fields.
Lastly, match the fields from your file to the fields in Teamgate.
NOTE: Click '...' on the bottom right corner > press 'assign automatically'. If the field's name will be exactly the same then the system will match them automatically. Otherwise you can perform this action manually: drag the field from the left to the matching field on the right and drop it there.
1. Example: Imagine you require a field where you could indicate customers who have acquired tickets to a particular seminar. Go to Settings> Customization> Custom fields and create a field named 'Seminar', which will store this data after importing. Custom fields can be created for Companies, People, or Deals, so be sure to select the correct section.
2. You can create additional fields directly from the import preview page using the dedicated button.
For more information see the article: How to create and edit custom fields?
2) Matching your database fields to the fields in Teamgate.
How to match the values?
These are the basic steps which you will need to take:
2. Go to Setup > Import, select your file (browse) and click 'Import'.
3. Match your file's fields to the fields in Teamgate.
4. Finish importing.
- Link all system fields to your uploaded file fields list - just choose from the drop-down. If you do not want to import any of your file's columns, set it as not marked (remove checking).
- After all these steps are done press the Import button.
How to undo the import?
After import check if all data is in the correct order. If you notice any discrepancy during the following 48 hour period you may cancel the import. Settings > Data migration > Import history > Cancel import.
Import history will display the last 30 imports.