Importing files into the system is straightforward if you follow the steps below. Contacts and opportunities can be imported at the same time, but this guide focuses on the opportunity import process. Follow along to make sure your import goes smoothly and your opportunities are set up correctly in the system.

📌Note: Opportunity imports cannot be reversed.

Prepare Your Data

Supported File Types

Your file must be in .csv format.

File Preparation Requirements

Use a single sheet, with a header row where each column corresponds to a field in the system. The file must be no larger than 30 MB.

Fields Required to Create Opportunities

  • Contact ID
  • Opportunity Name
  • Pipeline ID

✍️Note:

  • If the Stage ID is absent, it defaults to the first stage under that pipeline.
  • If the Opportunity Value is absent, it defaults to 0.
  • If the Opportunity Status is absent, it defaults to "Open".
  • If the Opportunity Lost Reason is added and is valid, the Opportunity Status will be updated to "Lost".

You can get the Opportunity ID, Pipeline ID, and Stage ID by exporting your opportunities. Get the Contact ID by exporting contacts.

Structuring Your File

Field Formatting

  • Date Picker: Acceptable formats: mm/dd/yyyy (e.g., 10/28/2020), yyyy/mm/dd (e.g., 2020/10/28), mm-dd-yyyy (e.g., 10-28-2020), yyyy-mm-dd (e.g., 2020-10-28).
  • Multiple Options, Checkbox, Textbox List: Acceptable formats: Value 1, Value 2, Value 3 (e.g., Blue, Yellow, Green). You can also use ";" or "." as separators.
  • Radio, Single Option: Acceptable formats: Value 1 (e.g., Blue).
  • Opportunity Owner: Format: FirstName LastName (e.g., Logan Paul).
  • Tags: Acceptable formats: Value 1, Value 2, Value 3 (e.g., Blue, Yellow, Green). You can also use ; or . as separators.
  • Phone Number: Format in E.164 (e.g., +1 1234567890). For US numbers, formats like 123-456-7890 or (123) 456-7890 are also acceptable.
  • Numerical: Acceptable formats: 1.23, 1234, .123.
  • Monetary: Acceptable formats: 1234, 1,234,234.33.
  • Opportunity Followers: Acceptable format: FirstName LastName, FirstName2 LastName2 (e.g. Adam Smith, David Lee)

Importing Your File

Initiating the Import

Go to the Opportunities tab in the left sidebar. In the upper-right corner, click the three dots and select "Import."

Select Opportunities within the Objects section, then click "Next" to proceed.

Upload Your File

Upload your file and configure your import preferences.

When importing, you have three options:

  1. Create Opportunities: Upload only new records into the system.
  2. Update Opportunities: Update information for existing records.
  3. Create and Update Opportunities: Combine adding new records and updating existing ones.

Map Fields

Make sure each column in your file is mapped to the correct field in the system. Adjust any mappings as needed.

✍️Note:

  • Checking the "Don't update Empty Values" checkbox will prevent updates to any field if the imported file has empty values and the field has existing values for the opportunity.
  • To prevent importing certain fields, you can leave them unmapped and check the box at the bottom to proceed. Ensure all mandatory fields are mapped.

Review and Confirm

Review the data preview to make sure everything looks right. You can also add tags to the contacts linked to these opportunities from this screen.

At the bottom-right of the page, click the Start button to add the bulk import to the queue.

Monitor the Import

To track progress, go to Opportunities > Bulk Actions and find your import in the list. Use filters or a date range to narrow it down if needed.

Click Show Stats next to any import to see detailed statistics, including any errors or warnings that need attention.

For more on importing contacts, see the related articles.

Troubleshooting Common Errors

Error: Invalid Option Selected for Multiselect or Dropdown Field

  • Check your import file for incorrect values in multi-select or dropdown fields by comparing them with the options in the system. Update the value in your file to match an existing option or add it as a custom option in the system, then re-import the file.

Error: Invalid Contact ID

  • Verify that the Contact ID exists in the system, or remove the ID if you are not updating an existing contact.

Error: Could Not Parse Date

  • Make sure date fields are in one of the acceptable formats: mm/dd/yyyy, yyyy/mm/dd, mm-dd-yyyy, yyyy-mm-dd.

Error: Duplicate Unique Property Value

  • Check that there are no duplicate values in fields marked as unique, such as emails or IDs.

Error: File Not Found

  • Verify that your file is the correct type and format, then re-upload it.

Error: Required Fields Missing

  • Make sure all mandatory fields (e.g., Opportunity Name for opportunities, Email/Phone/Name for contacts) are included and correctly formatted.

Frequently Asked Questions

Q: How can I ensure my file is prepared correctly for import?

  • Make sure your file is in .csv format, uses only one sheet, is smaller than 30 MB, and has a header row with columns corresponding to system fields.

Q: What are the mandatory fields for creating opportunities?

  • You need the Contact ID, Opportunity Name, and Pipeline ID. Other fields such as Stage ID, Opportunity Value, and Opportunity Status have default values if not provided.

Q: How do I fetch IDs required for import?

  • You can get the Opportunity ID, Pipeline ID, and Stage ID by exporting your opportunities, and the Contact ID by exporting contacts.

Q: Can I import and update opportunities simultaneously?

  • Yes, select the "Create and Update Opportunities" option to add new records and update existing ones in a single import.