{"id":8111,"date":"2023-09-18T09:47:12","date_gmt":"2023-09-18T08:47:12","guid":{"rendered":"https:\/\/help.cirrus-shield.com\/?post_type=docs&p=8111"},"modified":"2024-11-12T14:28:31","modified_gmt":"2024-11-12T13:28:31","slug":"import-wizard","status":"publish","type":"docs","link":"https:\/\/help.cirrus-shield.com\/en\/docs\/import-wizard\/","title":{"rendered":"Import Wizard"},"content":{"rendered":"

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Use the Data Import \/ Import Wizard to import your leads, accounts and contacts (limited to 20,000 records) into your Cirrus Shield environment. An Import Wizard will guide you through the import process.<\/p>\n\n\n\n

But, before that, it is essential to follow the steps below for the import to be successful.<\/p>\n\n\n\n

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1- Clean your Excel File<\/strong><\/p>\n\n\n\n

t is mandatory to first clean the file by removing all duplicates, correcting spelling mistakes, removing any other errors, unnecessary spaces or unnecessary information.<\/p>\n\n\n\n

Here are the steps to clean your Excel file:<\/strong><\/h5>\n\n\n\n

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Step 1 :<\/span><\/strong> Remove Duplicates
Step 2 :<\/strong> <\/span>Correct spelling mistakes and special characters
Step 3 :<\/span><\/strong> Watch out for empty cells
Step 4 :<\/strong> <\/span>Remove unnecessary spaces before or after emails<\/p>\n\n\n\n

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Step 1 : Remove Duplicates<\/strong><\/span><\/h4>\n\n\n\n
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Open your Excel file that contains all of the data that you want to import.
Note that there are 2 options to remove duplicates in an Excel file :<\/p>\n\n\n\n

Option 1:<\/span><\/strong><\/p>\n\n\n\n

1- Select the column in which you want to recover and delete the duplicates (email, address, etc.).
2- Go to “Data”.
3- Click on “Remove Duplicates”.<\/p>\n\n\n\n

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4- Check the box ” Continue with the current selection ” when you get this message, then on “Remove Duplicates…” :<\/p>\n\n\n\n

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5- Click on “OK”<\/p>\n\n\n\n

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Option 2<\/strong>:<\/span><\/p>\n\n\n\n

Detect duplicates using the formula below on a column that you insert before the column where you want to spot duplicates. In this case you must insert the formula before column E and write:
=IF(COUNTIF($E$2:E6;E2)> 1; “Duplicates”;””)<\/strong><\/p>\n\n\n\n

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Note:<\/span> We advise you to configure a Unique Field<\/span> per object in the CRM in order to avoid the duplicates. For example the Email Field <\/strong>is the Unique Field for the Leads and Contacts, and The Name Field <\/strong>is the Unique Field for the Accounts.<\/span><\/strong><\/p>\n\n\n\n

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Step 2<\/strong> : Correct spelling mistakes and special characters<\/span><\/h4>\n\n\n\n
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It is important to correct spelling errors in the file. By doing that you avoid wasting your time by correcting them one by one in the CRM.<\/p>\n\n\n\n

You must also watch out for special characters (@ \u00a4\u221a \\ \u00a9\u2026) and replace them with the appropriate letters:<\/p>\n\n\n\n

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Step <\/strong>3 : Watch out for empty cells<\/span><\/h4>\n\n\n\n
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Do not fill the boxes with values if you want to keep the cell empty. Just keep the cell empty without special characters or unnecessary spaces.<\/p>\n\n\n\n

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\u00c9tape<\/strong> 4 : Remove unnecessary spaces before or after emails<\/span><\/h4>\n\n\n\n
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When you insert the emails into your file, there may be spaces before or after these emails. All of these spaces must be deleted :<\/p>\n\n\n\n

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You are now ready to correct the file formats !<\/p>\n\n\n\n

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2- Requirements and Formats<\/strong><\/p>\n\n\n\n

Once the Excel file is cleaned, you will have to compare its columns with the fields in Cirrus Shield.<\/p>\n\n\n\n

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If in the Excel file there is a column that is not available as a field in Cirrus Shield, create this custom field in the Configuration<\/strong> Menu<\/strong>. Be careful to choose the right type of field. If it is a “picklist” type, do not forget to insert a value.<\/p>\n\n\n\n

Insert additional columns in the Excel file if necessary.
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The data that you include in the CRM must respect a specific format depending on the type of field.
To avoid error messages after importing the file, you must respect these requirements and formats before importing the file into your CRM :

<\/strong><\/span>1- Picklist and Multi-Picklist Values<\/strong><\/strong> Format.<\/strong><\/span><\/a>
<\/strong><\/span>2- Date and Date\/Time Format.<\/span><\/a><\/strong>
<\/strong><\/span>3- Checkbox Format.<\/span><\/a><\/strong>
<\/span>4- Currency and Percentage Format.<\/span><\/a><\/strong>
<\/strong><\/span>5- Mandatory fields<\/strong>.<\/span><\/a>
<\/span>6- Insert the Owner\/User <\/em>column in the Excel File.<\/span><\/a><\/strong><\/span><\/span><\/p>\n\n\n\n

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1- Picklist and Multi-Picklist Values Format<\/strong><\/span><\/span><\/strong><\/h4>\n\n\n\n
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For the Picklist<\/strong> fields, you have to choose the API name of the values (technical name). To find these API names you have to follow these steps :
Setup in Cirrus Shield > Objects > Contact (or any other Object that you need to use) > Detail -> Custom Fields > Click on the Detail of the picklist field (Ex: Industry) > Copy the values in the \u00ab Name \u00bb<\/strong> columns<\/strong> > Paste each value in the righ cell in the Excel File<\/strong> :<\/p>\n\n\n\n

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For the Multi-picklist <\/strong>fields, the values should be separated with comas, should be typed with the correct API Names and the use of quotes (” “) is required if you have a comma between the values<\/p>\n\n\n\n

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2- Date and Date\/Time Format<\/strong><\/span><\/strong><\/h4>\n\n\n\n
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For the Date fields, use the following format in the cells of the Excel file : YYYY-MM-DD<\/strong> (2021-11-28)
For the Date\/Time fields use the following format : YYYY-MM-DD HH:MM:SS+TZ<\/strong> (2021-11-28 12:21:05+01) where TZ is the Time Zone).<\/p>\n\n\n\n

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To change the date format in Excel click on Home > General > More Number Formats :<\/p>\n\n\n\n

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Clicck on Custom (on the left) and the Type section (au milieu) insert the correct date format then save.<\/p>\n\n\n\n

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3- Checkbox Format<\/span><\/strong><\/h4>\n\n\n\n
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Checkbox values must contain 1 or 0.<\/p>\n\n\n\n

1 <\/strong>= checked
0<\/strong> = not checked<\/p>\n\n\n\n

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4- Currency and Percentage Format<\/span><\/strong><\/h4>\n\n\n\n
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Do not add the following symbols $, \u20ac or % <\/strong>for the Currency or Pourcentage values. Only write the number (ex: 10 au and not 10%).<\/p>\n\n\n\n

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5- Mandatory Fields<\/span><\/strong><\/h4>\n\n\n\n
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While importing, the presence of data is mandatory for all mandatory\/required fields<\/strong> in Cirrus Shield.
For example: \u201cName\u201d is a required field in Cirrus Shield. Make sure the “Name” column contains values in the Excel file.
If the chosen operation is “Update a record”, then you do not have to insert values for the required fields.<\/em><\/p>\n\n\n\n

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6- Insert the Owner\/User Column the Excel file<\/strong><\/span><\/strong><\/h4>\n\n\n\n
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To avoid import failure, add an essential column at the end of your Excel file which is the Owner or User column<\/span><\/strong><\/span>. This step is essential because the data must be linked to the CRM User (you; the owner of this CRM). In this column that you add, there must be the Id<\/strong> or the External Id<\/strong> of the Owner that you find in your CRM. We will explain the difference between these two terms and the steps to follow below :

in the CRM, the User field appears on all the pages and objects. It’s a lookup field<\/span>.<\/strong><\/p>\n\n\n\n

There are 2 options to fill the cells of the Owner\/User column in the Excel File :<\/p>\n\n\n\n

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  1. By inserting the User Id<\/strong> :
    Setup in Cirrus Shield > Users Management > Click on the username in blue > Copy the Id that appears in the URL in the navigator > Insert this Id in the cells of the Owner\/User column.<\/strong> (in this case the id is : 2508232802844019361)<\/li>\n<\/ol>\n\n\n\n
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    2. By choosing a field as an External Id<\/strong> in the User Obejct (ex: the username) :
    Setup in Cirrus Shield > Objects > User > Details > Modify Username field > Check The External Id box > Save.<\/strong><\/p>\n\n\n\n

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    Now, you can add your username In the User column in the Excel File instead of the Id mentioned in point number 1<\/a>.<\/p>\n\n\n\n

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    If the import operation is \u00ab Insert <\/strong>\u00bb : use the Id<\/strong> <\/p>\n\n\n\n

    If the import operation is \u00ab Upsert <\/strong>\u00bb : use the External<\/strong> of the targeted object.<\/p>\n\n\n\n

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    You are now ready to convert your Excel file to CSV format before importing it into Cirrus Shield<\/p>\n\n\n\n

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    3- Convert your file in CSV and UTF-8 encodage with LibreOffice<\/strong><\/p>\n\n\n\n

    Once the Excel file is cleaned and formatted with the correct requirements, you have to convert it in the CSV format and UTF-8 encodage.
    If you have special characters (\u00e9, \u00e8, \u00e0, \u00e7 \u2026), you must save your Excel file with UTF-8 encoding.
    We recommend that you use “LibreOffice Calc” for this encoding to cite each cell value.<\/p>\n\n\n\n

    Follow these steps :<\/p>\n\n\n\n

    1- Install LibreOffice <\/strong>on your PC or Mac by clicking on this link<\/a>.<\/p>\n\n\n\n

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    2- Once istalled, open your saved file with LibreOffice<\/strong> Calc.<\/p>\n\n\n\n

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    3- Save your file as Text CSV, and tick the checkbox “Edit filter settings” then click on Save.<\/p>\n\n\n\n

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    4- When you get the following Message, Click on ” Use TExt CSV Format” :<\/p>\n\n\n\n

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    5- Select Unicode UTF-8 in “Character set”<\/p>\n\n\n\n

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    6- Select the coma in “Field delimiter”
    7- Select the quotes in “String delimiter”
    8- Check “Save cell content as shown” and “Quote all text cells”.<\/p>\n\n\n\n

    You are now ready to import you Excel File !!<\/p>\n\n\n\n

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    4- Import the file in the CRM<\/strong><\/p>\n\n\n\n

    You have just converted your file to CSV format and UTF-8 encoding as shown in the previous section<\/a>.
    It’s time to import your file into Cirrus Shield :<\/p>\n\n\n\n

    Connect to<\/strong> Cirrus Shield > Click on your Name > Setup > Click on Data Import (in the list on the left).<\/strong><\/p>\n\n\n\n

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    1. Upload your CSV file and select the coma as a separator (,).
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    2. Select the object you wish to import data into. (Prospect, Contact, Account, Quote…)
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    3. Select the operation you wish to perform :\n