This FAQ explains how to import account records into Spotler CRM when your account import file is already prepared. It covers where to start the import, which settings to check, how to map account fields, how to handle duplicate accounts, and how to start the import.
In Spotler CRM, you can import accounts through the import tool in Settings. Use this FAQ when your account import file is already prepared and you want to add new accounts, update existing accounts, or check account duplicates during import.
Prepare your import file first
This FAQ explains how to import accounts when your file is already prepared. If you want to know how to clean, structure, and format your import file, read the full article How to prepare and import data into Spotler CRM.
How do I import accounts into Spotler CRM?
Import accounts by uploading an account file in the import tool, mapping the account columns to Spotler CRM fields, selecting duplicate handling, and running the import after validation has passed.
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Go to Settings.
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Go to Data Management and select Import Data.
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Select Create Import.
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Select the account import file you want to upload.
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Set the default values that should apply when the file does not contain a value. This can include a default owner or another default account value available in the import settings.
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Select the date format used in the file, select the time option if the file includes time values, and select Next.
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Review the field matching. Accept the suggested match, change the match to another CRM field, or select Don't import for columns that are not needed.
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Select the duplicate handling fields. These fields tell Spotler CRM how existing accounts should be identified.
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Review the matched records and deduplication behaviour.
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Start the import when the validation passes and the matching is correct.
Import file preparation
This FAQ assumes that your account file is already prepared. For file structure, CSV formatting, custom fields, and general import preparation, use the main article about preparing and importing data into Spotler CRM.
Which account fields can I map?
Spotler CRM can map account columns to standard account fields when the column headers are clear. Common account fields include account name, address details, phone number, website, type, sector, revenue, employees, source, owner initials, and notes.
Account.NameAccount.AddressLineAccount.AddressCityAccount.AddressCounty/StateAccount.AddressPostcode/ZipAccount.AddressCountryAccount.PhoneAccount.WebsiteAccount.TypeAccount.SectorAccount.RevenueAccount.EmployeesAccount.SourceAccount.OwnerInitialsAccount.Notes
How should I handle duplicate accounts?
Duplicate handling tells Spotler CRM how to identify existing accounts during the import. For account imports, match on Account Name or a unique identifier, such as an internal ID, company number, or reference field.
Check duplicate handling before importing
If no duplicate handling fields are selected, rows can be inserted as new account records without duplicate checking.
What happens after validation?
After validation, Spotler CRM shows whether the account records can be imported. Depending on the options selected during the import, Spotler CRM can create new accounts, update matched accounts, or do both.
If validation fails, correct the reported issue in the account file and upload the corrected file again.
FAQ
Can I update existing accounts with an import?
Yes. Existing accounts can be updated when duplicate handling matches rows in the file to existing account records and the update option is selected during the import.
What field should I use to match existing accounts?
Use Account Name or a unique identifier that exists in both the import file and Spotler CRM. A unique identifier gives the most reliable match when account names are similar.
What happens if an account is not matched?
An unmatched account can be inserted as a new account when the import settings allow new records to be created.
Why can my account import fail?
An account import can fail when required values are missing, the file structure is invalid, field formats are incorrect, duplicate handling is not set correctly, or custom fields have not been created before upload.