Importing Data to Zoho FSM

Importing Data to Zoho FSM

Data from external sources can be added to FSM. You can easily populate data in the modules in bulk. External data can be imported to FSM in three simple steps:
  1. Upload your data file
  2. Choose your import option
  3. Map fields in FSM to columns in your data file

Import Checklist 

  1. Only users with the Administrator profile can import data into FSM.
  2. The data import file should be in the CSV (filename.csv) file format.
  3. Each column in the CSV file will be mapped to the field in the module that matches its column header. Hence ensure that the first row in the CSV file lists the field names. Also, ensure that there is atleast one data value in the columns, else the column will not be listed in Import Data - Map Your Data screen.
  4. More than 10 blank rows in the file might indicate the end of the file and the data after the blank rows will be ignored during import. Hence make sure not to leave blank rows in between rows of data.
  5. In case multi-currency is enabled and the Currency field is not mapped in the CSV file, then the base currency will be added to the records. Even when the Currency field is mapped but the mapped column has empty or invalid values, the base currency will be added to the records.

Guidelines Specific to Fields

While using different field types, you need to keep in mind certain guidelines:

Lookup field
  1. Ensure that the records for lookup field values are already created. E.g. if you are trying to import Contacts, ensure that the parent Companies that you want to associate with the Contacts are already added to FSM.
  2. For Lookup fields like Company Name, you need to select the identifier (Company ID, Company Name) to which you want to map the values in the corresponding columns in the CSV file.


The following table contains the details of some of the lookup fields in the modules:

 

 

Module

Lookup field

Identifier to be selected for the Lookup field

 

Contacts

Company

Company Id

Company Name

Service Address/Billing Address

Address Id (Record ID of the address)

Address Unique Id ( Name of the address. E.g. AD-1)

Contact Owner

 

User Id

Email

Companies

Company Owner

User Id

Email

 

Service Address/Billing Address

Address Id (Record ID of the address)

Address Unique Id ( Name of the address. E.g. AD-1)

Assets

Contact

Contact Id

Asset Owner

User Id

Email

Company

Company Id

Company Name

Product

Service and Part Id

Name

Asset

Asset Id

Asset Name

Services And Parts

Work Type

 

Work Type Id

Work Type Name

Service and Part Owner

User Id

Email


Date
For the date field, in the mapping screen (see screenshot below), select the date format you are using in the CSV file.



The following table lists the date formats supported.

Date Format

Example

yyyy-MM-dd HH:mm:ss

2007-03-06 13:44:25

yyyy-MM-dd HH:mm

2007-03-06 13:44

yyyy-MM-dd hh:mm:ss a

2007-03-06 01:44:25 PM

yyyy-MM-dd hh:mm a

2007-03-06 01:44 PM

 

 

yyyy-dd-MM HH:mm:ss

2007-06-03 13:44:25

yyyy-dd-MM HH:mm

2007-06-03 13:44

yyyy-dd-MM hh:mm:ss a

2007-06-03 01:44:25 PM

yyyy-dd-MM hh:mm a

2007-06-03 01:44 PM

 

 

dd/MM/yyyy HH:mm:ss

06/03/2007 13:44:25

dd/MM/yyyy HH:mm

06/03/2007 13:44

dd/MM/yyyy hh:mm:ss a

06/03/2007 01:44:25 PM

dd/MM/yyyy hh:mm a

06/03/2007 01:44 PM

 

 

dd-MM-yyyy HH:mm:ss

06-03-2007 13:44:25

dd-MM-yyyy HH:mm

06-03-2007 13:44

dd-MM-yyyy hh:mm:ss a

06-03-2007 01:44:25 PM

dd-MM-yyyy hh:mm a

06-03-2007 01:44 PM

 

 

MM/dd/yyyy HH:mm:ss

03/06/2007 13:44:25

MM/dd/yyyy HH:mm

03/06/2007 13:44

MM/dd/yyyy hh:mm:ss a

03/06/2007 01:44:25 PM

MM/dd/yyyy hh:mm a

03/06/2007 01:44 PM

 

 

dd.MM.yyyy HH:mm:ss

06.03.2007 13:44:25

dd.MM.yyyy HH:mm

06.03.2007 13:44

dd.MM.yyyy hh:mm:ss a

06.03.2007 01:44:25 PM

dd.MM.yyyy hh:mm a

06.03.2007 01:44 PM

 

 

MM.dd.yyyy HH:mm:ss

03.06.2007 13:44:25

MM.dd.yyyy HH:mm

03.06.2007 13:44

MM.dd.yyyy hh:mm:ss a

03.06.2007 01:44:25 PM

MM.dd.yyyy hh:mm a

03.06.2007 01:44 PM

 

 

MM-dd-yyyy HH:mm:ss

03-06-2007 13:44:25

MM-dd-yyyy HH:mm

03-06-2007 13:44

MM-dd-yyyy hh:mm:ss a

03-06-2007 01:44:25 PM

MM-dd-yyyy hh:mm a

03-06-2007 01:44 PM

 

 

yy-MM-dd HH:mm:ss

99-12-05 13:44:25

yy-MM-dd HH:mm

99-12-05 13:44

yy-MM-dd hh:mm:ss a

99-12-05 01:44:25 PM

yy-MM-dd hh:mm a

99-12-05 01:44 PM

 

 

yy-dd-MM HH:mm:ss

99-05-12 13:44:25

yy-dd-MM HH:mm

99-05-12 13:44

yy-dd-MM hh:mm:ss a

99-05-12 01:44:25 PM

yy-dd-MM hh:mm a

99-05-12 01:44 PM

 

 

dd/MM/yy HH:mm:ss

05/12/99 13:44:25

dd/MM/yy HH:mm

05/12/99 13:44

dd/MM/yy hh:mm:ss a

05/12/99 01:44:25 PM

dd/MM/yy hh:mm a

05/12/99 01:44 PM

 

 

MM/dd/yy HH:mm:ss

12/05/99 13:44:25

MM/dd/yy HH:mm

12/05/99 13:44

MM/dd/yy hh:mm:ss a

12/05/99 01:44:25 PM

MM/dd/yy hh:mm a

12/05/99 01:44 PM

 

 

dd.MM.yy HH:mm:ss

05.12.99 13:44:25

dd.MM.yy HH:mm

05.12.99 13:44

dd.MM.yy hh:mm:ss a

05.12.99 01:44:25 PM

dd.MM.yy hh:mm a

05.12.99 01:44 PM

 

 

MM.dd.yy HH:mm:ss

12.05.99 13:44:25

MM.dd.yy HH:mm

12.05.99 13:44

MM.dd.yy hh:mm:ss a

12.05.99 01:44:25 PM

MM.dd.yy hh:mm a

12.05.99 01:44 PM


Email
In the CSV file, a valid email address in the format prefix@domain.com should be used. E.g. example@mail.com

Taxable
In the CSV file,  the valid values to be used for the Taxable field are True/1 or False/0.

Tax Percentage
In the CSV file, only numbers or decimal should be used. The percentage sign shouldn't be included.

Mandatory fields

You can only import data to certain modules/entities. The tables below list the mandatory fields required in the data import file. The mandatory fields differ for each region-specific FSM edition

US Edition

EntityMandatory Field
ContactsLast Name, Email, Taxable, Tax Name, Tax Authority, Tax Percentage, Tax Exemption Code
CompaniesCompany Name, Taxable, Tax Name, Tax Authority, Tax Percentage, Tax Exemption Code
Services and PartsName, Unit Price, Taxable, Tax Exemption Code
AssetsAsset Name, Product
NotesID of the Parent module
AddressesID of the Parent module, Taxable, Tax Name, Tax Authority, Tax Percentage, Tax Exemption Code

Australia Edition

EntityMandatory Field
ContactsLast Name, Email, Taxable, Tax Name, Tax Percentage, Tax Exemption Code
CompaniesCompany Name, Taxable, Tax Name, Tax Percentage, Tax Exemption Code
Services and PartsName, Unit Price, Taxable, Tax Exemption Code
AssetsAsset Name, Product
NotesID of the Parent module
AddressesID of the Parent module, Tax Exemption Code

Canada Edition

EntityMandatory Field
ContactsLast Name, Email, Taxable, Tax Name, Tax Agency, Tax PercentageTax Exemption Code
CompaniesCompany Name, Taxable, Tax Name, Tax Agency, Tax PercentageTax Exemption Code
Services and PartsName, Unit Price, TaxableTax Exemption Code
AssetsAsset Name, Product
NotesID of the Parent module
AddressesID of the Parent moduleTax Exemption Code

India Edition

EntityMandatory Field
ContactsLast Name, Email, Taxable, GST Treatment, Place of SupplyTax Exemption Code
CompaniesCompany Name, Taxable, GST Treatment, Place of Supply, Tax Exemption Code
Services and PartsName, Unit Price, Taxable, Intra State Tax Rate, Inter State Tax Rate, Tax Exemption Code
AssetsAsset Name, Product
NotesID of the Parent module
AddressesID of the Parent module, Tax Exemption Code

UK Edition

EntityMandatory Field
ContactsLast Name, Email, VAT Treatment
CompaniesCompany Name, VAT Treatment
Services and PartsName, Unit Price, Tax Name
AssetsAsset Name, Product
NotesID of the Parent module
AddressesID of the Parent module

Global Edition

EntityMandatory Field
ContactsLast Name, Email
CompaniesCompany Name
Services and PartsName, Unit Price
AssetsAsset Name, Product
NotesID of the Parent module
AddressesID of the Parent module

Import Limits

  1. The size of the data import file (CSV file) should not exceed 1MB.
  2. A maximum of 1000 records can be imported using a single import file.
  3. At the organization level, only one data import can be done at a time, even across modules.

Import Data to a Module

Follow the steps below to import data to a module:
  1. Select the module to which you want to import data.
  2. Click Import Data.



  3. Click Choose File to upload your CSV file or drag and drop it.



  4. Click Next to proceed.
    - You can choose the character set with which to parse your CSV file.
    - You can choose the way in which the imported data gets added in the module:
       a. Add as new [Records]: The entries in your CSV file will be added as new records in FSM. Use Skip existing [Records] based on to skip entries in your CSV file that have already been added to FSM.
       b. Update existing [Records] only: The entries in your CSV file will be used to update the existing records in FSM using the field chosen in Find existing [Records] based on. Use Don't update empty values for existing [Records] to avoid overwriting values in the existing FSM records with empty values in your CSV file entries.
       c. Both: You can import new [Records] as well as update existing [Records] in FSM. The existing records will be updated using the field chosen in Find existing [Records] based on. Use Don't update empty values for existing [Records] to avoid overwriting values in the existing FSM records with empty values in your CSV file entries.                                   `


    While importing Service/Part, you need to select the required entity from the Select layout to import Service and Parts dropdown.




  5. From the Fields in FSM dropdown, select the [Module] fields to map the corresponding value to under Columns in File. Click Import to proceed.
    - By default, Auto Mapping of fields will be applied. This will automatically map the columns in the CSV file to the corresponding fields in the module. Each column in the CSV file will be mapped to the field in the module that matches its column header. Use Reset Field Mapping to remove the field mappings.
    - Use Replace Empty Values to add any specific value to the fields whose value have been left empty in the CSV file.
    - For Lookup fields like Company Name, you also need to select the identifier (Company ID, Company Name) to which you want to map the values in the corresponding columns in the CSV file. Ensure that the records for lookup field values are already created.
    - Ensure that there is atleast one data value in the columns in the import file, else the column will not be listed under Columns In File.



  6. Click Yes, Initiate Import to proceed.
    If you are adding new tax information, then the following popup will be displayed. Choose the desired option and click Continue.



    An popover message and email notification will inform you of the import completion. Refer to the attachment in the email to see details of the errors that occurred during import.



    The changes from the import can be viewed in the respective module.


Information related to a record such as Notes or Addresses can also be imported.
  1. Notes can be imported to the modules - ContactsCompaniesServices and Parts, and Assets.
  2. Addresses can be imported to the modules - Contacts, and Companies.
  3. Notes/Addresses can be imported to a parent module (Contacts, Companies, etc) along with the parent module data or separately.
  4. The data import file should contain as a column a unique ID of the parent module. This unique ID field is required to link the Notes to the parent module record(s). E.g. if you are trying to import Notes to Contacts, then the data import file should have the IDs of the Contacts to which you want to add the Notes.


To import Notes/Addresses:
  1. Navigate to the module whose records you want to add the Notes/Addresses to and click Import Data.



  2. Under Notes/Addresses, either click Choose File to upload your CSV file or drag and drop it.



  3. Click Next to proceed.
    You can choose the character set with which to parse your CSV file.



  4. From the Fields in FSM dropdown, select the Notes/Addresses fields to map the corresponding value to under Columns in File. Click Import to proceed.
    - By default, Auto Mapping of fields will be applied. This will automatically map the columns in the CSV file to the corresponding fields in Notes/Addresses. Each column in the CSV file will be mapped to the field in Notes/Addresses that matches its column header. Use Reset Field Mapping to remove the field mappings.
    - Use Replace Empty Values to add any specific value to the Notes/Addresses fields whose value have been left empty in the CSV file.
    - For the Parent ID, you need to select the identifier (Contact ID, Contact Name) to which you want to map the values in the corresponding column in the CSV file.



  5. Click Yes, Initiate Import to proceed.
    An popover message and email notification will inform you of the import completion. Refer to the attachment in the email to see details of the errors that occurred during import.



    You can view the notes/addresses added in the individual records.

Import Addresses and designate as Service or Billing

You can designate the imported addresses as either the service or billing address. This can be done in two different ways:
  1. Using the Address ID
  2. Using the Address Name
This can be done while adding new records through import or updating existing records through import.

I. Address import while adding new records

Using the Address ID
Ensure that the IDs of the addresses from the Address CSV file that you want to designate as the Service and Billing address are mapped to the Service Address and Billing Address columns respectively of the Parent CSV file.



While importing, ensure that the following steps are followed:
  1. For the Service Address and Billing Address fields, the Address Id is selected as the identifier.



  2. The Address ID field from the Address CSV file is mapped to the Address Id field of FSM.

Using the Address Name
Ensure that the Address Names of the addresses from the Address CSV file that you want to designate as the Service and Billing address are mapped to the Service Address and Billing Address columns respectively of the Parent CSV file.



While importing, ensure that the following steps are followed:
  1. For the Service Address and Billing Address fields, the Address Name is selected as the identifier.

The addresses will be added and linked as the Service and Billing address.



II. Address Import while updating existing records

You can update the Service and Billing addresses of existing records through import. This can be done in two different ways:
  1. Create as new addresses
  2. Use existing addresses
Create as new addresses
Using this option you can add new addresses to existing records and designate them as Service or Billing.



Create as new addresses will be available only if the Address CSV file is uploaded. You can Find existing Contacts based on either the Record ID or Email.

The addresses can be imported using the Address ID or Address Name as explained previously. The newly imported addresses will be added and designated as Service and Billing addresses.



Use existing addresses
Using this option you can update the existing Service or Billing addresses of existing records or add new addresses to existing records.



Ensure that the Address Names of the addresses from the Address CSV file that you want to update are mapped to the corresponding Address columns in Parent CSV file.



The mapped addresses will get updated and the unmapped address will get added as a new address.



If you intend to use the Address ID to map the addresses, then the Address ID can be obtained from the Addresses export file of the parent module.

FAQs - Errors 

In the CSV file, if certain rows contain invalid data, those rows in the CSV file will be skipped while importing. The reasons for omitting the rows will be mentioned in the file attachment included in the import completion notification. Given below are some of the reasons (errors) for which the data in the rows might get omitted:
  1. The following mandatory field(s) were left empty:
    If the value for a mandatory field is left empty in the CSV file, then those rows will be skipped. E.g. if one of the entries in the Contacts CSV file does not have the value for the mandatory field Last Name, then that entry will be skipped and a record will not be created for that entry.

  2. Unknown date format: please use the date format chosen during import.
    If the date format of the dates in the CSV file is different from the format chosen during import, then those rows will be skipped. E.g. if the format of the date selected for Ordered Date is dd/MM/yyyy HH:mm and one of the entries in the Assets file has Ordered Date as 17-06-2022 16:00, then this entry will be skipped and a record will not be created for that entry.

  3. Could not find a matching parent record for this lookup field.
    If the values for lookup fields included in the CSV file are not already present in the application, then those rows will be skipped. E.g. if the Company Name in one of the entries in the Contacts CSV file is "Acme Inc", and the Company "Acme Inc" is not present in the application, then this entry will be skipped and a record will not be created for that entry.

  4. The following mandatory tax field(s) were left empty:
    If the value for a mandatory tax field is left empty in the CSV file, then those rows will be skipped. E.g. if one of the entries in the Contacts CSV file does not have the value for the mandatory tax field Tax Name, then that entry will be skipped and a record will not be created for that entry.

  5. Invalid tax details
    In the CSV file, if an invalid value for VAT Treatment is provided for the UK edition, or an invalid value for Place of Supply, GST Treatment is provided for the India edition, then those rows will be skipped and records will not be created for those entries.

Sample CSV files

Given below are some sample CSV files for the US edition.

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