Data Import
Effortlessly move data from 3rd party CRM's or Excel sheet into Picky Assist CRM
Introduction
Picky Assist offers one of the best data import features, allowing you to effortlessly transfer data from any third-party CRM or from your Google or Excel Sheets to Picky Assist Conversational CRM in just a few simple steps.
Whether you are moving data from HubSpot, Zoho CRM, Salesforce, Pipedrive, Excel, Google Sheets, or MySQL, our data import feature is powerful enough to map the data, including their relationships and historical logs, potentially even better than before
Benefits
1. Accurate Transition: When you make the switch, importing data ensures all your customer details, like addresses and purchase histories, move accurately to the new CRM. It's like a smooth handover, where all your customer info stays put, making sure your business keeps running smoothly.
2. Time Saver: Typing in customer data, product info, and sales records manually into the new system is a real pain. Data import makes this super easy, saving you tons of time. Your products, customer details, and sales info show up in the CRM without you having to type it all in, letting you focus on running your business.
3. Better Customer Service: With all the details about your customers and their buying history right in your CRM, your customer service team can quickly access the info they need. Picture a situation where a customer calls about a previous purchase. Your team can check the history in a snap, giving personalized and speedy help. This not only makes your customers happy but also keeps them coming back. 4. Smart Insights: Your new CRM, now loaded with all your data, becomes a treasure trove of insights. Spotting trends in past purchases and figuring out popular products becomes a breeze. For example, you might notice a certain type of product sells really well during specific seasons. Armed with this info, you can plan your stock and marketing strategies better. Making decisions based on data like this helps your business grow, making sure you're meeting your customers' needs and preferences.
Features & Possibilities of Data Import
Understanding the features and possibilities of data import can help you make the most of this tool. Here are some key capabilities:
Multiple File Uploads: Upload multiple files simultaneously, such as Leads, Deals, and Notes.
Defining Relationships Between Modules: Ability to specify relationships between two different modules.
Flexible Record Ownership Assignment: Assign the owner of the records in various ways. Map from source data, random assign, specific assign
Update with Changes Only: Sync only new changes to the modules, allowing for efficient data updates.
Bulk Actions for Contacts: Execute bulk actions related to the Contact module, like adding tags, including contacts in sequences, etc.
Selective Record Import: Choose a specific range of records from the Excel data source, like importing rows 45 to 100 exclusively.
Workflow Execution Skipping: Option to skip the workflow executions related to the modules during import.
Duplicate Data Avoidance: Find and prevent the insertion of duplicate data into the modules.
In-Wizard Field Creation: Create new fields within the Data Import Wizard page without needing to use the module builder.
Adding Static Data: Insert static data into the CRM even if it's not present in the source file, e.g., setting the stage of a lead as "New Lead" regardless of the source field.
Static Prefix Addition: Add static prefixes at any position in the data, like appending a country code before the mobile number field.
Data Field Merging: Combine or merge data fields from the source into a single field in the module, like merging First Name and Last Name into a Full Name field.
Partial Data Feeding: Feed data partially by skipping validations for required fields, allowing for more flexible data entry.
Preparing for Data Migration
It's essential to prepare for data migration to ensure a smooth and trouble-free process, which also guarantees that all data, along with their relationships, are properly imported.
1. Understand Your Existing Data Structure
Your first task is to understand your existing data and its structure before importing it into Picky Assist CRM. If you're using any CRM, the data structure generally consists of Modules and Data Fields. 'Modules' refer to categories like Leads, Contacts, Deals, etc., while 'Data Fields' are specific data points stored within these modules, such as Name, Email, Phone, etc. In an Excel sheet, you can consider a module as a sheet and data fields as columns.
2. Check Relationships Between Modules
Understanding how your current data relates to other modules is crucial, especially in a CRM/Software setup where data often interlinks through unique values, such as email, phone number, customer ID, or a unique CRM/Software ID that identifies each row in a module.
For instance, if your current CRM contains modules like Leads, Deals, Notes, and Tasks, then a Lead may relate to a record in Deals, which in turn may connect with Notes & Tasks. The system understands these relationships through common unique values like record ID, email, mobile number, customer ID, etc.
So, it's important to know how your current CRM/Software creates relationships between modules. You can do this by exporting data from each module and checking for any common record ID or unique ID, allowing us to map the data correctly after import.
If your data is in Excel or Google Sheets without defined unique relationship values, but you want to import multiple sheets and define relationships, we recommend creating a new column like email or phone to relate the data. This makes it easier for the system to map it, but it requires manual effort. Proceed with this only if inter-module relationships are essential when importing data into our CRM.
3. Media Files: Limited Support
We can import media files into our platform only if there's a publicly downloadable URL pointing to your media file. Update this URL in your Excel or CSV sheet for processing. Note that it's not possible to upload multiple media files into a single data field using bulk import, although it's feasible when using our CRM manually.
Consider these limitations when migrating media files into our platform. If you need assistance, please email support@pickyassist.com.
4. Export Data in CSV Format
Export data from each module in CSV format from your existing CRM/Software. If your software supports exporting all modules' data in a zip file, we recommend doing so, as we can upload multiple files at once without manual intervention.
We support CSV, XLS, and XLSX formats only.
5. File Size & Limit
Keep in mind that the maximum file upload size is limited to 10 MB. Each file can accommodate up to 25,000 rows.
6. Create Modules, Users, Permissions & Roles
Before importing data into Picky Assist CRM, ensure that you have created all the required modules, data fields, users, and permissions on our platform. This preparation will give you relevant options for mapping data correctly during the import process.
7. Mapping the Owner of the Records
There are multiple options for mapping record owners during data import. If your existing CRM/Software associates records with agents, ensure that the exported data includes a unique ID for each agent, such as agent ID, email, or phone. This allows you to match agents in our platform.
If no agent is added and you wish to assign agents randomly, you can select agents manually, and our system will automatically distribute records randomly based on the number of records.
You can also specify which user should be the owner of each record.
Plan your record owner mapping strategy accordingly.
Important Limitations to Keep in Mind
Please consider the following points before starting the data import process:
Excel/CSV File Size: The size of the Excel/CSV file should not exceed 10 MB.
Maximum Rows: An Excel/CSV file should not contain more than 25,000 rows.
Limited Support for Media Files: There is limited support for importing media files.
Batch Processing for Large Records: If records exceed 2,000, the system will queue and process them in batches.
Irreversible Import: Once data is imported, it is not possible to undo the process.
Steps for Data Migration
1. Upload
If you have multiple files, such as product details, leads, and workers' information, you can select or drag and drop them to upload simultaneously (please refer to the picture below).
2. Actions
Here you can Set the basic Import Actions Such as Selecting the Module ,Duplicate Processing, Owner Mapping, Trigger Workflow and CRM Actions
Select Module
Here, you can select the module to which you want to upload your records.
Defining Data Ranges in Excel / CSV Files
If you enable this option, you can set a minimum and maximum range to process only specific records, while the rest are skipped. For example, if you want to upload only the workers' details ranging from 50 to 150, you can set it here.
Duplicate Processing
Add As New Record - Imagine you're using our CRM system to manage workers' information. You have an Excel sheet containing the complete details of workers in your organization. It includes both new joiners and existing workers' information. However, if you only need to add information about newly joined workers to your CRM, you can use the 'Add As New Record' option. When this option is selected, it adds the records from the Excel/CSV sheet as new entries in your CRM and can skip duplicates based on the field you select (see the picture below).
Update Existing Records - This will update existing records value and find existing records based on the Field you select. (see the below picture)
Both - New Records will be added, Duplicates will be skipped, Existing Records will be updated, find existing records based on the field you select (see the below picture)
Owner Mapping
To instruct the system on who will be the owner of the Contact in your file, we have the following options:
Allocate Automatically to All Users Randomly - This will allocate the contact owner in a round robin method to all users in the organizations.
Map From Excel / CSV Sheet - If this option is selected, you must ensure that the uploaded file contains the Email address or Internal Reference ID or Agent ID of the record owner. You need to map this field in the next step (Map Fields) so that our system can assign the owner to the record based on the matching email address in your uploaded file. If the user's Email/Internal Reference ID/Agent ID does not match or not found in the column you have mapped, the system will Assign the Record Owner from the Owner you have selected in the CRM Actions
In case you have selected Record Owners in CRM actions, the system will assign those users accordingly. (see the below picture)
Allocate to Specific Users - This option enables you to designate one or more users to allocate the records; in other words, the system will assign the record owner based on the users you have selected here. This feature proves beneficial when you have generated leads that need to be allocated exclusively to specific individuals in your team, such as leads collected from an event or exhibition.
CRM Actions
If you are uploading your records to the Contacts Module, you can specify the CRM actions here, such as the Channel to which the contacts should be added and the Subscription of Sequence (Drip Campaigns) for the contacts. (see the picture below picture)
Default Channel selection is mandatory - For Example, If you are Using WhatsApp Web Automation please make sure you select "WhatsApp Web Automation" as channel, wrong selection of channel will not work with WhatsApp Drip campaign (Sequence)
Add Activity logs
Enabling the "Add Activity Logs" option will create a record in the Activity Logs module for each imported record, with the source labeled as "Bulk Import." This allows users to track import action like update/create. On the other hand, if this option is disabled, no activity records will be created.
(See the below picture)
Trigger Workflow
If this option is enabled, it will trigger your workflow for each record uploaded. If you want to trigger the workflow during a bulk upload process, please note that in your workflow, under 'Execution Rules,' ensure that the option 'Ignore Execution from Bulk Upload/Actions' is unchecked. (See the below pictures)
3. Map Fields
In this step, you are required to map the fields from the Excel/CSV sheet to the corresponding CRM records. For example, the email field in the Excel/CSV sheet should be mapped to the email field in the CRM, the phone field should be mapped to the phone field etc.
At least one field is mandatory to map in the Map fields step. In case Record ID is selected in the Actions Step, then another field must also be mapped as mandatory.
Mapping Contacts from your Excel/CSV
If you have contacts in your uploaded Excel/CSV, you can easily map the contacts and their corresponding channels here. (see the below picture)
Lookup Mapping (linking modules)
If your uploaded file contains data related to another module and you have already linked that module using the Lookup Field in our CRM, you can easily map them with linked module fields here. (see the below picture).
When selecting the Record ID, it will map the Record ID of the record or the Import ID added through the data import.
Required Fields
Certain fields in your module can be flagged as 'required'. These are essential data points without which the record would be considered incomplete or inadequate. When a field is set as required, the system ensures that the data entry process cannot be completed until these fields are filled in.
Don't insert record if Required fields are missing
If this option is checked (see the below picture), the system will validate the required fields, and if any are empty or fail the field validation, the corresponding record will be skipped.
Create New Fields
Users have the flexibility to generate additional fields according to their requirements, such as phone, email, etc. (see the below picture)
After Mapping the Fields Click on Next button to Continue
4. Confirm
In this step, you can verify whether all fields are correctly mapped. You have the option to preview your Excel/CSV file with the mapped fields. (see the below picture)
Associated Modules
Here, if you are uploading a file to a module that is utilized as a Lookup field in another module, you can view the linked module name and its respective field. If the field is checked (see the below picture), the modules will undergo updates with associated record IDs as mapped in the previous step (Map Fields).
5. Finish
In this step, you can view the total results of your imported data.(new records added, data updated etc).
Import History
In the Import History module, you can view comprehensive details of your file upload, including the import time, completion time, status of the file upload, and import details. This includes information on how many records were added, duplicate data skipped, and more.
Click on the "Import History" button to view your import history. It will open your import history in a new tab.
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