In order to import contacts from a CSV file, there are a few requirements:
The first line of the file must be a header with the identifiers for the fields in the file. The available fields for you to import into the database are:
- ID (Internal id in MyRepChat, you should not associate external ID fields with this)
- First Name
- Last Name
- Mobile (numbers only)
- Phone (numbers only)
- Distribution List (Separated with ‘|’)
- Source (If included MUST be one of the following: redtail, smartoffice, salesforce, hubspot, capsule, lessannoying, office, or wealthbox)'
- Source Id (External ID assigned to a contact from your CRM, you should associate external ID fields if you want contacts to link to CRM)
NOTE: Do not have any comma's in any of your fields. CSV (comma-delimited files) will make an extra & unwanted column.
NOTE: If you want your CSV upload to link to your CRM you NEED to have the Source and Source ID fields.
When importing, the import will evaluate each line one at a time. If it finds a match, it will update the existing record with the data in the csv. If no match is found, a new record will be created with the available data.
Process to upload .csv file:
1) Go to MyRepChat and click on 'Contacts'.
2) Click on 'Add Contact or Group' at the bottom:
3) Select "Import contacts and groups from CSV":
4) After you drop the file, the CSV file header is parsed, and the Contact Fields and the CSV fields will appear. You will be returned with any "trouble rows" that will require you to look at and edit.
5) Next you need to associate which Contact Fields are associated (linked) with which CSV fields. To do this, select one Contact Field, then select one CSV field (they will highlight red), and then select the link button in between the fields to form the link (the highlight will change to green). Do this for each field from the CSV file that you want to associate with for the Contact.
After fields are linked, they will both highlight green when you select them in either the Contact or CSV field boxes to indicate that they are associated. To un-associate them, simply click the link button again.
5) When you are finished associating fields, you can click the “Import” button to start the import. When the import is finished you will see a message indicating how many contacts were added and how many were updated appear in the lower left corner. If there is an error in the csv data, a message will indicate which line of the csv file has the error.
As soon as the import is complete you will see the imported/updated contacts in your contacts list. Close the dialog box when you are finished.
*(file MUST be text and have .csv extension, excel files with .xsl are not supported)
"ID" in our system is different from ID's provided by a CRM or database that you may have gotten your list from. Do not pair these fields.
"Tags" create groups in our system. You can create multiple groups by dividing items in the "Tag" column of your CSV with the "|" symbol.
"Mobile" vs "Phone": Make sure to link your CSV field that has mobile numbers in it to our "Mobile" column. This tells us the number should be used for messaging. If you link it to the "Phone" column, we will not recognize a number for messaging - this creates contacts with "'No Messaging".
"SourceID" maybe part of the export from your CRM, or it may be a combination of fields from your CRM. Be sure to test this before doing a load. Confirm notes show up in the client notes in the CRM to confirm the import successfully linked to the CRM - just the CRM logo next to the contact name is not sufficient.