Import contacts

Introduction:

Instead of adding users manually one at a time, you can add many users in a bulk import. To do this, you should create a CSV/XLS file that contains the user's data. 

You can use bulk import to add new users, replace existing user information data, add organization data or replace existing organization data.

You must be the Account Administrator to bulk import users.

Fields for import:

To import contacts from your .csv or .xls file, first make sure the files contain data as follows:

Name, Email and Phone numbers: The first row in the file should have the column headings in any order - Name, Email and Phone. This row will be skipped while importing. The records need to be present from the second row. Name field should be the full name in a single column and not as First Name, Last name. Multiple Phone numbers can be added by separating each phone number with a comma. 

Note: These are mandatory fields and are not case sensitive. The column heading for name, email and phone can be the following format:

name: 'Name','name','NAME'

email: 'email','EMAIL','e-mail','E-Mail','E-mail','E-MAIL','Email'

phone: 'phone','Phone','PHONE'

Phone numbers that pertain to the account's country (Manage->General->Basic Settings->Country) need not have country code. For other countries, country code is mandatory. For example, if the account's default country is USA, it is not necessary to add +1 to the number, whereas it is necessary to add +91 to an Indian number.

Custom Fields: Importing Ticket custom fields of multiple option and drop down types is also possible and this requires you to create the contact custom fields in HappyFox before the import, similar to the fields in import file.

Note: Custom fields names are case sensitive. 

Contact Group:The column name of contact group is Contact Group. A contact can be added to single contact group or multiple contact groups by comma separated values. 

Note: Contact group is case sensitive. The column heading for contact group can be of the following format:

contact group: 'Contact Group','contact group','CONTACT GROUP'

Update the existing records: Updating already imported contacts with additional information is done effortlessly as well. Import the updated CSV file with the new or updated records and all the extra fields will be added to the contact fields under each contact. 

Note: In case of update, even if just one field needs to be changed, all other mandatory fields have to be filled.

For more information, please refer to the attached sample CSV file. There are three custom fields in the attachment-Brand, Brand1 Dept and Most Active Days.

Brand is a dropdown with values Brand 1, Brand 2 and Brand 3

Brand1 Dept is a dependent dropdown custom field that is displayed if Brand 1 is selected. This has three values- Brand 1 Sales, Brand 1 Support and Brand 1 Enquiries.

Most Active Days is multiple select field which has the days of the week as options in the format "Monday, Tuesday.."

How to Import? 

1. Now, login to your account as Account Admin, click on Contacts Tab. 
Click “Import Contacts” link from the help text in the right pane. In Import contacts page, choose the csv/xls file to upload and click on "upload".

2. Once the import is completed, reports can be downloaded to see how many contacts are added and how many contacts are updated.  

3. To check on the import progress, you can visit the Contacts page when needed, to see the band on top with a link to the import details.


 4. To cancel the import process, click on "Abort Import"

Note: Import happens in the sets of 50. For eg: If 75 contacts are imported already, and if you clicked on "Abort Import", then, the system will stop importing contacts once it reaches 100.

 Error Handling:

 When there are empty records on mandatory field values or missing field labels or field values separated by semi-colon and other special characters, error messages are displayed with row IDs and field names that’s responsible for this issue to help you fix the issue. Also, ensure that the name of the custom field matches the one in the column of the CSV file. If there is a mismatch, the values won’t be imported. It’s case sensitive and even a typo will derail a successful import.