Importing Into Zoho CRM

Importing Into Zoho CRM

Do you have a list in Excel that you would like to import into Zoho CRM? If your administrator has not restricted your ability to import, the process is fairly easy to accomplish, but understanding the options can make everything go smoother.

First you may need to prepare the spreadsheet
  1. Remove any extra rows from the top of the spreadsheet, like titles or blank lines. Row 1 should be the column headers. Row 2 should be where the data starts.
  2. Make sure that there is a column for any required fields and that it is populated. For example, if you are importing into Leads or Contacts, the “Last Name” field is required. Depending on how you set up your Zoho, “Account Name” may also be a required field. You can tell which fields are required by looking at any record in edit mode. Fields with a red underscore on labels are required. Any records in your spreadsheet that are missing a required field value will be skipped on import.
  3. If there are any date fields in your spreadsheet, make sure that you  format all date fields with a 4-digit year (mm/dd/yyyy hh:mm). Dates not formatted in this manner will not be imported. 
  4. If you want to assign to a user other than yourself, create a Record Owner column and enter the email address of the Zoho user to assign record ownership .

Now you are ready to import your data into Zoho CRM

  1. Click the module you wish to import into (e.g Leads or Contacts or Accounts. You cannot import into Activities, Quotes, Sales Orders, Purchase Orders, or Invoices).
  2. Click the  Import button at the top right of the module List view.
  3. Select the first option to  Import [module name]
  4. Click the  From File option (NOT "From other CRM’s")
  5. Click the  Browse button (or use the Drag and drop option) to search for and select the file to import. Click the  Open button
  6. Click the  Next button when the file has been uploaded successfully.
  7. If you have created multiple layouts for this module, use the drop-down to  Select layout to import to use for the import.
  8. Identify how to import the records from the spreadsheet file:
    • Add as new [module name] – Zoho will import the list as new records. If a record already exists in Zoho, it will be skipped.
    • Update existing [module name] only – Zoho will import the list and only update existing records based on the ‘Skip…’ field option you select. When you select this option, you many need to break up your import into multiple files with 5,000 or less records each.
    • Both – Zoho will import the entire list. If a duplicate record is found it will update the current record in Zoho. If the record is not found, a new record will be added.
  9. Then identify the matching field ( Find/Skip existing [module name] based on) by selecting an   option from the drop-down.
    • The first option will always be the  [module name] Id This is the system-generated ID that Zoho has defined for the record. You cannot see the ID in any view. You can only see this ID when you export the records. So, if you export the records in some way or do a bckup, and then update the field values in the spreadsheet, you can re-import the updated values into Zoho, matching on the module ID field.
    • Any other fields identified as ‘unique fields’ will be displayed. For example, the  Email  field might be listed for Leads or Contacts. The  Deal Name or  Product Name or  Account Name  fields will be unique identifiers offered for record matching in those modules (though you may want to be careful if you haven’t been strict about unique naming). If you created an Accounting ID for the Account records, you could import revenue values based on that field.  Unique fields are defined in Setup by selecting the field and editing the property to “Do not allow duplicate values”.
    • If you select  Update or  Both , you will see the option for  “Don’t update empty values for existing records ”. You will want to leave this one checked. For example, leaving it checked means that if the record has a Mobile Number and the file that you are importing has a Mobile Number column, but you don’t have anything in it for selected records, it won’t copy the blank field onto the field that has data. Sometimes you may want to wipe out old values, but usually you will want to keep it checked.
  10. Click  Next.
    • Column labels in the file will display in the left column. The fields defined for the module will be displayed in the second column.
    • Start by clicking the  Apply Auto Mapping hyperlink at the bottom left of the screen. Zoho will do it’s best to match what it thinks are the correct fields.
    • Review each of the selections in the second column for reasonableness. Use the drop-down to change any field links.
    • Click the  Unmapped button at the top of the screen to see any remaining file values that should be mapped. Use the drop-down to select the matching field.Map each of the  Fields in file to the  Fields in Zoho CRM .
    • Any required fields in the database will need to be matched before proceeding.
  11. Notes:
    • Whichever field you selected in step 9 above, you will be required to map that field.
    • If there are matching fields in the file, but you don’t want to use them to update any records in the CRM, don’t map them and those fields will remain untouched in Zoho.
    • When mapping the Owner field, if you followed the instructions a few pages back for ‘Assigning Record ownership’ to update that field with the email of the User, then you should select Owner – Email as well for the mapping.
  12. Once you have completed all the field mapping, click  Next .
  13. Click  Yes, Continue to confirm that you know that some fields may be left unmapped.
  14. Final Options
    • Assign Lead Source: This is only available in the Leads module. It allows you to select an option from the Lead Source picklist. Alternately, you could have created a column in your spreadsheet for Lead Source and filled in the values for all records prior to selecting the file for import.
    • Assign Owner : Select  Users option to select the desired user from the drop-down list. Select  Assignment Rule if you have created one. Assignment rules are good for assigning records based on conditions (State or Zip address fields, product interest fields, etc.). Or select  Field Mapping if you created a column in the spreadsheet and assigned ownership with the user’s email login.
    • Assign Tasks: You can select a Workflow Task to be launched against each record if you like. You can read more about creating Workflows in the Automation chapter. In the example above, a Task is created for each record in 3 days to follow up.
    • Add Tags : Add tag to each of the imported records.
    • Enable Manual Lead Approval option is only available when importing into the Leads module. If you check this option, an admin will need to manually assign users to each of the imported records.
  15. Click  Finish .
** For more great tips on preparing your spreadsheets   and getting your data ready for an import into Zoho, you can download a copy (below) of my 12-page guide that will help you get your data in shape.

Happy importing.

Susan Clark, Zoho CRM Certified Consultant, Authorized Zoho ONE Partner
Cornerstone Solutions www.zcrmhelp.com
susan@zcrmhelp.com


  


      Zoho Campaigns Resources


        • Desk Community Learning Series


        • Digest


        • Functions


        • Meetups


        • Kbase


        • Resources


        • Glossary


        • Desk Marketplace


        • MVP Corner


        • Word of the Day


        • Ask the Experts


          Zoho CRM Plus Resources

            Zoho Books Resources


              Zoho Subscriptions Resources

                Zoho Projects Resources


                  Zoho Sprints Resources


                    Zoho Orchestly Resources


                      Zoho Creator Resources


                        Zoho WorkDrive Resources



                          Zoho CRM Resources

                          • CRM Community Learning Series

                            CRM Community Learning Series


                          • Tips

                            Tips

                          • Functions

                            Functions

                          • Meetups

                            Meetups

                          • Kbase

                            Kbase

                          • Resources

                            Resources

                          • Digest

                            Digest

                          • CRM Marketplace

                            CRM Marketplace

                          • MVP Corner

                            MVP Corner




                            Zoho Writer Writer

                            Get Started. Write Away!

                            Writer is a powerful online word processor, designed for collaborative work.

                              Zoho CRM コンテンツ



                                ご検討中の方

                                  • Recent Topics

                                  • Handling Agent Transfer from Marketing Automation Journey to SalesIQ WhatsApp

                                    We are currently using Marketing Automation for WhatsApp marketing, and the features are great so far We have a scenario where, during a campaign or journey, we give customers an option to chat with our sales team. For this, we are using SalesIQ WhatsApp

                                  • Cliq iOS can't see shared screen

                                    Hello, I had this morning a video call with a colleague. She is using Cliq Desktop MacOS and wanted to share her screen with me. I'm on iPad. I noticed, while she shared her screen, I could only see her video, but not the shared screen... Does Cliq iOS is able to display shared screen, or is it somewhere else to be found ? Regards

                                  • Webinar - Getting Started with Zoho LandingPage

                                    Want to launch landing pages that support real marketing goals? This webinar is designed to help you understand the role landing pages play in your overall campaigns and how they contribute to lead generation and conversions. During this session, you’ll

                                  • Increase Round Robin Scheduler Frequency in Zoho Desk

                                    Dear Zoho Desk Team, We hope this message finds you well. We would like to request an enhancement to the Round Robin Scheduler in Zoho Desk to better address ticket assignment efficiency. Current Behavior At present, the Round Robin Scheduler operates

                                  • Zoho mail to contacts and leads, but not to accounts?

                                    We use the accounts tab a lot for our business because they can be linked to the sales orders. Now we want to use the mail add on to link communication of our emails to our accounts. However this is only possible for contacts and leads? It would be convenient

                                  • Python - code studio

                                    Hi, I see the code studio is "coming soon". We have some files that will require some more complex transformation, is this feature far off? It appears to have been released in Zoho Analytics already

                                  • Marketing Tip #19: Upsell on product page to increase order value

                                    Upselling doesn’t have to feel pushy. It can actually feel helpful when done right. Think "people also bought", upgrades, add-ons, or complementary items. A smart upsell increases your average order value and improves the customer experience by making

                                  • CRM limit reached: only 2 subforms can be created

                                    we recently stumbled upon a limit of 2 subforms per module. while we found a workaround on this occasion, only 2 subforms can be quite limiting in an enterprise setting. @Anonymous User I've read about imminent increase of other components (e.

                                  • Kaizen #198: Using Client Script for Custom Validation in Blueprint

                                    Nearing 200th Kaizen Post – 1 More to the Big Two-Oh-Oh! Do you have any questions, suggestions, or topics you would like us to cover in future posts? Your insights and suggestions help us shape future content and make this series better for everyone.

                                  • オンライン勉強会のお知らせ Zoho ワークアウト （2/19 参加無料）

                                    ユーザーの皆さま、こんにちは。コミュニティチームの中野です。 2月開催のZoho ワークアウトについてお知らせします。 今回はZoomにて、オンライン開催します。 ▶︎参加登録はこちら（無料） https://us02web.zoom.us/meeting/register/6AyVUxp6QDmMQiDGXGkxPA ━━━━━━━━━━━━━━━━━━━━━━━━ Zoho ワークアウトとは？ Zoho ユーザー同士で交流しながら、サービスに関する疑問や不明点の解消を目指すイベント「Zoho

                                  • Removing Tables from HTML Inventory Templates - headers, footers and page number tags only?

                                    I'm a bit confused by the update that is coming to HTML Inventory Templates https://help.zoho.com/portal/en/kb/crm-nextgen/customize-crm-account/customizing-templates/articles/nextgen-update-your-html-inventory-templates-for-pdf-generator-upgrade It says

                                  • Ability to Link Reported Issues from Zoho Desk to Specific Tasks or Subtasks in Zoho Projects

                                    Hi Zoho Desk Team, Hope you're doing well. When reporting a bug from Zoho Desk to Zoho Projects, we’ve noticed that it’s currently not possible to select an existing task or subtask to associate the issue with. However, when working directly inside Zoho

                                  • How do i move multiple tickets to a different department?

                                    Hello, i have several tickets that have been assigned to the wrong department.  I am talking about hundreds of automatically generated ones that come from a separate system. How can i select them all at once to move them to another department in one go? I can select them in "unsassigned open tickets view" but i can't find a "move to another department" option. I also can't seem to assign multiple tickets to the same agent in that same view. Could somebody advice?

                                  • Let us view and export the full price books data from CRM

                                    I quote out of CRM, some of my clients have specialised pricing for specific products - therefore we use Price Books to manage these special prices. I can only see the breakdown of the products listed in the price book and the specialised pricing for

                                  • Set Default Status of Assembly to "Assembled" When Entered in UI

                                    I've just discovered the new "confirmed" status of Assemblies within Inventory. While I understand the intent of this (allowing for manufacturing planning and raw material stock allocation), it was initially confusing to me when manually entering some

                                  • How to apply customized Zoho Crm Home Page to all users?

                                    I have tried to study manuals and play with Zoho CRM but haven't found a way how to apply customized Zoho CRM Home Page as a (default) home page for other CRM users.. How that can be done, if possible? - kipi Moderation Update: Currently, each user has

                                  • Plug Sample #14: Automate Invoice Queries with SalesIQ Chatbot

                                    Hi everyone! We're back with a powerful plug to make your Zobot smarter and your support faster. This time, we're solving a common friction point for finance teams by giving customers quick access to their invoices. We are going to be automating invoice

                                  • Enrich your contact and company details automatically using the Data Enrichment topping

                                    Greetings, I hope you're all doing well. We're happy to announce the latest topping we've added to Bigin: The Data Enrichment topping, powered by WebAmigo. This topping helps you automatically enhance your contact and company records in Bigin. By leveraging

                                  • Zoho Analytics + Facebook Ads: Performance Alerts for Active Campaigns

                                    Is it possible with integration of Zoho Analytics with Facebook Ads and set up alerts or notifications for active campaigns when performance drops? For example, triggering a notification if CTR goes below a defined threshold or if other key metrics (like

                                  • Zoho Billing Partial Proration...

                                    Hi, In Zoho billing, we offer upgrades, downgrades, suspends, and resumes. We use online payment for most subscriptions, but have only a few that are offline, but we treat them the same either way.. We prorate only parts of these changes.. Right now zoho

                                  • Any update on adding New Customer Payment Providers who support in store terminal devices?

                                    Currently there is only one Customer payment provider listed for terminal devices in USA- Everyware. They charge a monthly fee of almost $149 minimum. Will you add other providers - like Zoho Payments or Stripe or Worldpay that would allow integrated

                                  • Getting Subform Fields to Display Top to Bottom

                                    I have a form where the fields are all in one column. I want to insert a subform where the fields are stacked in one column as well. I have built both the form and subform but the subform displays the fields from left to right instead of a stacked column. This will cause a problem displaying the subform correctly on mobile apps. How can I do this please?' Here is my form with subform now. As you can see the subform "Follow Up Activity" is displaying the fields left to right. I need them to go top

                                  • [Feature Deprecated] Gamescope in Zoho Projects

                                    This feature is no longer available. All work and no play makes Jack a dull boy. Well, yes. That's true! Tiring work, buzzing coffee makers, busy turnstiles , occupied meeting rooms, back-to-back status updates and what not. Your everyday routine need not have to be this hectic. It can be more rewarding. It can be more fun. Zoho Projects believes in this fact and hence has launched Gamescope - A module that turns every project into an exciting game and boosts the spirit of your team by leaps and

                                  • Creating a task, i can not work out how to get ID for What_Id

                                    hi From Module A function I map Module B record reference membershipid (ours). I need Module B Zoho ID to create the related to on task. All examples i've seen start with the Zoho ID. void automation.LTM_Assign_Dispute_Task(String membershipid) { try

                                  • How to Convert NSF to PST Format Effortlessly? - SYSessential

                                    It is highly recommended to obtain the error-free solution of the SYSessential NSF to PST converter to convert NSF files from Lotus Notes. Using this professional software, it becomes easier to convert all NSF database items, including emails, journals,

                                  • Can't connect to POP and SMTP over VPN

                                    I use Thunderbird to access Zoho Mail via POP and SMTP. I have configured an app-specific password for Thunderbird to use. Everything is properly configured and works correctly — until I enable my VPN. I'm using a paid commercial VPN service (Mullvad).

                                  • my zoho mail is hacked

                                    my email is sending my username and password to people i dont know

                                  • Suministrar accesos

                                    Asunto: Enable UPLOAD_RULE for API Attachments Mensaje: Hola, Necesito habilitar la capacidad de subir attachments vía API en Zoho Mail. Actualmente recibo el error: "UPLOAD_RULE_NOT_CONFIGURED" al usar el endpoint: POST /api/accounts/{accountId}/messages/attachments

                                  • Introducing real-time document commenting and collaboration in Zoho Sign

                                    Hi, there! We are delighted to introduce Document commenting, a feature that helps you communicate with your recipients more efficiently for a streamlined document signing process. Some key benefits include: Collaborate with your recipients easily without

                                  • Ticket Loop from Auto Responce

                                    We’re seeing an issue where a client’s help desk triggers a ticket loop. When they email us, our system creates a ticket and sends the acknowledgement. Their system then creates a ticket from that acknowledgement and sends one back to us, which creates

                                  • How to make rule to filter out some emails from receiving the notification "Receiving a new ticket"?

                                    Good Morning, We are currently using the "Receiving a new ticket" notification rule to provide that auto reply template to a customer that emails us for support. However, there are some emails we don't want to receive this auto-reply. Where can I set

                                  • Zoho Signatures Missing

                                    In the past after collecting signatures from two different PDFs I would merge them by calling an api and the signatures would appear in the combined PDF. Recently the signatures have disappeared whenever I combine the PDFs together. Why did this randomly

                                  • Stop the Workarounds: We Need Native Multi-Step Forms

                                    After over 17 years of community requests, I'm hoping the Zoho team can finally address the lack of native multi-page form support in Zoho Creator. This has been one of the longest-standing feature requests in the community, with threads spanning nearly

                                  • Filter button in the Zoho Sheet Android App doesn't toggle on

                                    I am a new Zoho Sheets user and experiencing a specific issue with the filter functionality in the Android mobile application. Detailed Issue Description: The filter icon appears correctly in the toolbar. Upon tapping the filter icon/button, the toggle

                                  • Automate pushing Zoho CRM backups into Zoho WorkDrive

                                    Through our Zoho One subscription we have both Zoho CRM and Zoho WorkDrive. We have regular backups setup in Zoho CRM. Once the backup is created, we are notified. Since we want to keep these backups for more than 7 days, we manually download them. They

                                  • Exciting Updates to the Kiosk Studio Feature in Zoho CRM!

                                    Hello Everyone, We are here again with a series of new enhancements to Kiosk Studio, designed to elevate your experience and bring even greater efficiency to your business processes. These updates build upon our ongoing commitment to making Kiosk a powerful

                                  • Reply to Email for SO/PO

                                    Hello, We are new to Zoho Books and running into an issue. Our support@ email is our integration user. When our team is sending out PO/SO's we are updating the sender email, but for some reason many of our responses are coming back to our support@ email

                                  • New activity options for workflows

                                    Greetings, We are excited to announce the addition of two new dynamic actions to our workflow functionality: Create Event and Schedule Call. These actions have been thoughtfully designed to enhance your workflow processes and bring more efficiency to

                                  • Remove the “One Migration Per User” Limitation in Zoho WorkDrive

                                    Hi Zoho WorkDrive Team, Hope you are doing well. We would like to raise a critical feature request regarding the Google Drive → Zoho WorkDrive migration process. Current Limitation: Zoho WorkDrive currently enforces a hard limitation: A Zoho WorkDrive

                                  • Kaizen #228 - Process Large-Scale Migrated Data Using Catalyst Solutions

                                    Howdy, tech wizards! This week’s Kaizen explores how Catalyst Solutions in the Zoho CRM Developer Hub help import large volumes of data into Zoho CRM while improving data quality and simplifying the migration process. Why Catalyst Solutions? Catalyst

                                  • Next Page