Bulk Importing in SalesManager

Derek Torres
Derek Torres
  • Updated

Important Note: NorthBoundary is now SalesManager. SalesManager retains all of the customer relationship management and proposal automation benefits of its predecessor, allowing you to create proposals, manage your sales funnel, win and retain top customers. To read more about this exciting change, click here.

 

This article will walk you through the basics of bulk importing and data mapping in SalesManager, formerly known as NorthBoundary. SalesManager offers the capability to bulk import:

  • Customers
  • Contacts
  • Leads
  • Opportunities
  • Users
  • Assets

The Basics of Bulk Importing

To bulk import data into SalesManager, you must first download an import template. You will then fill out the import template with the relevant information in the correct column fields. Once done, you will import the file into SalesManager.

Screenshot_2023-04-28_at_9.06.17_AM.png

Step 1: Downloading the Template CSV File

On every Import page, SalesManager provides a sample .CSV file with prefilled column headers that will act as a guide as you fill out and ready your import. 

  1. Navigate to the relevant Import Page. This is typically found on the Management Menus. There is usually a drop-down menu on the search bar. 
    Screenshot_2023-04-27_at_9.25.14_AM.png
  2. Click Import CSV Files.
  3. Click Download a sample CSV file.
    Sample_CSV.png
  4. Open the download CSV file in any spreadsheet software.

Step 2: Filling out the Import CSV Template File

  1. You can use any spreadsheet software to open and edit your import template. However, we recommend you use Google Sheets.
    Important Note: Microsoft Excel automatically converts large integers to scientific notation (example: 1.2345E+19). We do not recommend you use Microsoft Excel, nor do we support their software. Google Sheets is free software that works well with large integers.
  2. Manually fill out the Import Template cell by cell using the specific Import Type Article linked above.
  3. If you have exported information from another system, that information should be copied and pasted into your import template to the correct columns.
  4. Once complete, save your spreadsheet as CSV File. 

Step 3: Upload the File

Once you have finished, it's time to upload the file.

  1. Click the Select a File button.
    Screenshot_2023-04-28_at_9.07.50_AM.png
  2. Select and open the completed import template.
  3. Click Next > when done. This will take you to the Map Data Menu.

Step 4: Map the Data

SalesManager allows you to map your imported file to match the systems database fields. If you use the import template ALL fields will automatically be mapped correctly.

Note: The following instructions assume you are using our native import template files. If using a non-template file, you must manually map each CSV Field to a Database Field. Our Support Team cannot assist with importing non-template import files.

  1. You will be taken to the Map Data menu.
    Screenshot_2023-04-28_at_9.39.51_AM.png
  2. If you used the import templates column headers, the CSV Fields will map automatically to the correct Database Fields.
  3. If a CSV Field from your import template could match multiple Database Fields, there will be a drop-down menu in that relevant Database Field. This allows you to select the exact Database Field you want to map to.
    • Example: In the example below, the uploaded template's CSV Field is 'Customer Owner', but there are three different Database Fields that it could be mapped to. You would select one of the three options.
      Screenshot_2023-04-28_at_12.10.16_PM.png
  4. If you do not enter the required information in a certain CSV field, the system will have drop-down menu in the Default Value column. Here you would select the value you want to be entered for this field.
    • Example: In the example below, the uploaded template's CSV required field 'Organization' did not have a value entered. You would need to select from the drop-down which Organization you want to be assigned to this new customer.
      Screenshot_2023-04-28_at_12.16.26_PM.png
  5. When done, click Next >. This will open the Import Menu.

Step 5: Review, Select, and Import the Data

On the Import Menu, you can review your import file, select which rows you want to be imported, and import the data into the system.
Screenshot_2023-04-28_at_12.24.03_PM.png

  1. You should see all the records (rows) from your import listed on the Import Menu. Here you would review the records to ensure they are accurate and ready for import.
  2. Click the checkbox next to each record to verify you want to import.
    • You can click the checkbox at the top to select or deselect all records.
  3. When done, click Import. This will import the records and navigate you to Summary Menu.
    Screenshot_2023-04-28_at_12.28.32_PM.png
  4. Import Summary will show you how many records were imported or updated.

Video Walkthrough

Below is a video walkthrough on how to use the Bulk Import Tool in SalesManager.

Note: This example is for Customers, but the general principles apply across most import types.

Updating Records Using The Import Tool

You can use the bulk import tool to update records.

  1. Export the records you want to update. If the export has a _ID column you will be able to update the records. DO NOT change the ID Numbers.
    Spreadsheet_IDs.png
  2. Update any of the data in the rows other than the ID Numbers.
  3. Save the updated file as CSV.
  4. Follow the instructions above on importing spreadsheets.
  5. When you get to the final Import Summary step, you will see updated rather than imported records. See the below image:
    Screenshot_2023-05-02_at_1.46.17_PM.png

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