Update previously imported data or manually entered data with a piece of new information in bulk by importing new .csv or xlsx file. During the import, data may be updated by matching: Entry ID, Name & last name, Personal code, Registration number, VAT code or Company name in the CRM to the Entry ID, Registration number, VAT code or Company name in the import file
Note: Mass data update feature is available for Enterprise Plan users only.
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1. How to prepare an import file to update the data?
1.1. Export the data from the CRM first or create a new file with a matching value included.
The best way is to export your data from the Companies, People or Leads section first and then update the file with the new information. By exporting data you will be assured that the matching values will be unique and during the update - the correct records will be updated with the new information. If you are preparing a new file - make sure that the matching values are exactly the same as entered in the CRM. To learn more about how to prepare the file for import click here.
If the option to export and update the exported file is chosen - it is highly recommended to delete all the unwanted columns from the file and leave only the columns with matching value and the ones that need to be updated. This will save time when uploading the file to Teamgate.
1.2. Matching values.
The import file must include one of the above-mentioned matching fields in order to update the existing company records with new information.
Entry ID - when exporting the file from the CRM entry ID will be included in the file and found in the first column of the file. Alternatively, entry ID may be seen at the end of the link when the record card is opened.
Name & last name - the name of the lead or people. Make sure the spelling is identical as it is entered in the CRM.
Company Name - the Company title entered to the CRM. Make sure the spelling is identical as it is entered in the CRM.
Personal code - personal ID number of the person entered in the dedicated field Personal ID number.
Registration number - company registration number entered in the dedicated field REGISTRATION NO.
VAT code - company VAT code entered in the dedicated field VAT CODE.
1.3. Including new information to the import file for the update.
It is available to add any new fields to update the existing records or edit the existing information and update the records.
To update records with new information create a new column in your import file. If the new information is a custom field that is selectable (Single select, Multi-select, Checkbox) - create the custom field in the CRM before the import. For more information on how to create a custom field click here.
1.4. Updating the existing field values in the CRM.
To update existing fields (tag, email, phone, company code, custom field, etc.) - create a new field titled the same as the field in the CRM or edit the column in the file that is exported from the CRM.
Note: The information will be rewritten or merged according to the type of the field that is being updated.
One value fields. If the field has only one unique value for e.g. Company name, VAT code, Registration number, Custom fields (Standart text, Numbers, Value in currency, Date, long text, URL), address fields - after the import - such fields will be overwritten with new information from the import file. For e.g. the company was assigned with registration no 1245 and the import file included registration no 45677 - after the update registration no. field will be overwritten with registration no. 45677.
Multivalue fields. If the field has several values for e.g. phone number, email, tags, links (URL), Custom fields (Multi-select, Checkbox) - after the import - new information will be additionally added to those fields. For e.g. the company was assigned with a tag A and the import file included tags B, C, and D - after the update tag field will be with 4 tags - A, B, C, D.
Examples fo the fields:
Custom fields.
|
The type of custom field |
After import update |
|
Standard text |
Overwrites existing text with a new text |
|
Numbers |
Overwrites existing numbers with new numbers |
|
Value in currency |
Overwrites existing value with a new value |
|
Date |
Overwrites existing date with a new date |
|
Standard select |
Overwrites existing selection with a new value |
|
Multi-select |
Leaves existing selections and adds new selections from the import file |
|
Long text |
Overwrites existing long text with a new long text |
|
URL |
Overwrites existing link with a new link |
|
Checkboxes |
Leaves existing selections and adds new selections from the import file |
Tags.
|
Before update |
After import update |
|
No tags or current tags |
Adds additional tags from the import file |
|
|
|
Addresses. Overwrites existing information of the address with new information. It is available to update the address line or the city only. Please note: the address line, city, zip code, state, and country must be in the separate columns in the import file.
|
Original address |
 |
|
Changing the address line |
1123 Street Christophers Place
London, Mississippi, W1U 1NJ
United Kingdom
|
|
Changing City |
15 St. Christophers Place
Wales, Mississippi, W1U 1NJ
United Kingdom
|
|
Changing Country |
15 St. Christophers Place
London, Mississippi, W1U 1NJ
United States of America
|
|
Changing Postcode |
15 St. Christophers Place
London, Mississippi, PO-90890982
United Kingdom
|
It is only available to overwrite the information of the first address. If there is more than one address - it is not available to update the additional addresses.
Phone number, email addresses, URL addresses
|
Type of the field |
After import update |
|
Phone number (any type) |
Adds additional phone number from the import file. The system does not allow to overwrite the existing phone number. |
|
Email address (any type) |
Adds the additional email address from the import file. The system does not allow to overwrite the existing email address. |
|
URL (any type) |
Adds the additional link from the import file. The system does not allow to overwrite the existing link. |
2. How to import file to update the information?
2.1. Open the section you want to update and click Import.
2.2. Select your file type .csv or xlsx.
2.3. Click Additional Settings > tick Update existing data > select the matching value from the drop-down menu.
2.4. Match the values from the file to the values in Teamgate.
2.5. Click Import to finish.
To learn more about data import it is recommended to watch this short video tutorial: