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


  

    • Recent Topics

    • populate email address and name in zoho desk?

      Is it possible to populate the email address and name in the zoho desk widget? We only use it in the context of an authenticated user, so we already know the user's name and email. Thanks,
    • Are there default/pre-built dashboards in Zoho Desk?

      Hi, I am looking for some pre-built dashboard templates in Zoho Desk, similar to what we can find in CRM/Projects, etc Thank you
    • Add image to report...

      Greetings, I send a weekly color coded report via Creator email. I would like to add the legend somewhere in the report. Header, footer where ever. I have the legend saved on Google Drive and can access it via shared link. Sure someone has wanted to add
    • Enable Locations for Expense

      Hi, please enable Locations (ex Branches) for Zoho Expense so that there is consistency between this app and Zoho Books. Thanks in advance.
    • Has anyone integrated SMS well for Zoho Desk?

      Our company does property management and needs to be able to handle inbound sms messages which create a ticket for Zoho Desk. We then need to be able to reply back from Zoho desk which sends the user an sms message. This seems like a fairly common thing
    • Adding branded signature to tickets reply

      Hi, i am unable to figure out how to add signatures with logo to tickets reply. please advice .
    • Zoho Calendar not working since a few days

      Hey there, first off a minor thing, since I just tried to enable the Calendar after reading this in another topic (there was no setting for this though) : For some reason my current session is showing me based in New York - I'm in Germany, not using a
    • Settings Icon No Longer in ZOHO Desk?

      In ZOHO desk, there has been a gear icon for settings. as of yesterday, it is no longer there. I showed up briefly this morning but is gone again. Anybody else experiecing this?
    • Zoho Marketing Automation 2.0 - Landing Page function not working

      Dear Zoho Team, I am working on implementing Zoho Marketing Automation 2.0, and am now looking into the section "Lead Generation". If I open the "Landing Pages" section, I immediately get an Error code: Error: internal error occurred. Can you help me
    • WebDAV / FTP / SFTP protocols for syncing

      I believe the Zoho for Desktop app is built using a proprietary protocol. For the growing number of people using services such as odrive to sync multiple accounts from various providers (Google, Dropbox, Box, OneDrive, etc.) it would be really helpful if you implemented standard protocols such as WebDAV / FTP / SFTP so that alternative inc clients can be used.
    • Zoho Mail Android app update: Manage folders

      Hello everyone! In the latest version(v2.9) of the Zoho Mail Android app update, we have brought in support for an option to manage folders. You can now create, edit, and delete folders from within the mobile app. You can also manage folders for the POP
    • How to share ticket numbers across different ticket types

      I'm running an event and have three different ticket types. Add on Event + Main Event - Early bird Main Event only - Early bird Add on Event only - Early bird And Standard class - shown but not available until early bird finishes Add on Event + Main Event
    • Adding Social Media Buttons to Basic Campaigns

      Hi, I'm quote new to using Zoho Campaigns and I can't work out how to add Social Media Buttons into my basic campaign? In MailChimp there's a button that brings the icons into your campaign for you. I've tried adding the social media icons as 'buttons' in Zoho but it's not looking great. Can anyone help? Thanks!
    • Hide Inactive Social Sign-In Providers from Login Screen

      Hello Zoho Team, We hope you are doing well. Currently, Zoho One allows admins to configure security policies and enable or disable Social Sign-In options for third-party providers such as Apple, Google, Microsoft, LinkedIn, Yahoo, Twitter, Facebook,
    • Zoho Cliq not working on airplanes

      Hi, My team and I have been having this constant issue of cliq not working when connected to an airplane's wifi. Is there a reason for this? We have tried on different Airlines and it doesn't work on any of them. We need assistance here since we are constantly
    • Calls to accounts rather than leads or contacts?

      So..... We have a dilemma and I'm hoping someone has encountered this before and figured out a fix. We have just migrated to Zoho. It's great.....expect for how "Calls" are handled.... We are B2B. We do not use the leads module. A "Lead/Prospect" for
    • LESS_THAN_MIN_OCCURANCE - code 2945

      Hi I'm trying to post a customer record to creator API and getting this error message. So cryptic. Can someone please help? Thanks Varun
    • Sending emails from an outlook account

      Hi, I need to know if it's possible to send automatic emails from an Outlook account configured in Zoho CRM and, if so, how I can accomplish that. To give you some context, I set up a domain and created a function that generates PDF files to be sent later
    • [Free Webinar] AI Agents in Zoho Creator - Creator Tech Connect

      Hello Everyone! We welcome you all to the upcoming free webinar on the Creator Tech Connect Series. The Creator Tech Connect series is a free monthly webinar that runs for around 45 minutes. It comprises technical sessions in which we delve deep into
    • Can Zoho Flows repeat Actions more than once?

      I'm attempting to make an intentional Zoho Flow loop using the below layout. However, when "WithinLimit" condition is met, the program fails to execute the action "Get & Add Request Co..." again. Is this by design? Is Zoho Flows unable to repeat actions
    • How to update "Lead Status" to more than 100 records

      Hello Zoho CRM, How do I update "Lead Status" to more than 100 records at once? To give you a background, these leads were uploaded or Imported at once but the lead status record was incorrectly chosen. So since there was a way to quickly add records in the system no matter how many they are, we are also wondering if there is a quicker way to update these records to the correct "Lead Status". I hope our concern makes sense and that there will be a fix for it. All the best, Jonathan
    • Ship via Carrier Not Working Since Commerce Update

      Since the recent update to the Commerce platform, I can no longer use the ship via carrier function. It will take me to the address screen and let me verify them but when I go to save and move tot he next screen it will not do anything. This is happening
    • automations: Can I execute a step on a specific date?

      I have created a form in Zoho forms, and created a contacts list. I have also begun setting up an automation with the intention of sending the form to the contact list on a specific date every month (via email) for the entire year (essentially sending
    • Nimble enhancements to WhatsApp for Business integration in Zoho CRM: Enjoy context and clarity in business messaging

      Dear Customers, We hope you're well! WhatsApp for business is a renowned business messaging platform that takes your business closer to your customers; it gives your business the power of personalized outreach. Using the WhatsApp for Business integration
    • Image Upload Field | Zoho Canvas

      I'm working on making a custom view for one of our team's modules. It's an image upload field (Placement Photo) that would allow our sales reps to upload a picture of the house their working on. However, I don't see that field as a opinion when building
    • Zoho sheet desktop version

      Hi Zoho team Where can I access desktop version of zoho sheets? It is important as web version is slow and requires one to be online all the time to do even basic work. If it is available, please guide me to the same.
    • Zoho Expense - The ability to add detail to a Trip during booking

      As an admin, I would like the ability to add more detail to the approved Trips. At present a requestor can add flights, accommodation details and suggest their preferences. It would be great if the exact details of the trip could be added either by the
    • Simplified Call Logging

      Our organization would like to start logging calls in our CRM; however, with 13 fields that can't be removed, our team is finding it extremely cumbersome. For our use case, we only need to record that a call happened theirfor would only need the following
    • Signup forms behaviour : Same email & multiple submissions

      My use case is that I have a signup form (FormA) that I use in several places on my website, with a hidden field so I can see where the contact has been made from. I also have a couple of other signup forms (FormB and FormC) that slight differences. All
    • Adding Folders in Android App

      Is it possible to create a new email folder within the Zoho Mail Android app?  Or can this only be done from the desktop version of Zoho Mail? Cheers!
    • Schedule Exports for Regular Project Updates

      Tracking project data often means exporting data at regular intervals. Instead of manually exporting data every time, users can schedule exports for Phases, Tasks, and Tasks in Zoho Projects. These exports can be set to run once, daily, weekly, or monthly
    • Question about custom fields using Pivot Tables.

      I have created a pivot table showing annual revenue of a client and how much payment that client is paying my company. Is there a way using pivot table to add an additional field that subtracts those to fields / shows me a percentage of that difference?
    • Request for Light/Dark Mode

      Would love the ability to switch between Light and Dark mode similar to Zoho CRM. https://help.zoho.com/portal/en/community/topic/introducing-dark-mode-light-mode-a-new-look-for-your-crm
    • Signature field is showing black

      Hello, When customer signed the service form, it is showing as below picture Phone model: iPhone 16 Pro We tried delete and install application, but it not solved. This has on phone of a few person. There is any advice to solve this?
    • Range names in Zoho Sheet are BROKEN!

      Hi - you've pushed an update that has broken range names. A previously working spreadsheet now returns errors because the range names are not updating the values correctly. I've shared a video with the support desk to illustrate the problem. This spreadsheet
    • Journey Email - Ignored Contacts

      I have a journey setup which simply sends a string of emails over time. For some reason I am getting large amounts of the contacts who enter the first email being ignored and I can't find anywhere in reports or audit logs why these contacts are not
    • Involved account types are not applicable when create journals

      { "journal_date": "2016-01-31", "reference_number": "20160131", "notes": "SimplePay Payroll", "line_items": [{ "account_id": "538624000000035003", "description": "Net Pay", "amount": 26690.09, "debit_or_credit": "credit" }, { "account_id": "538624000000000403", "description": "Gross", "amount": 32000, "debit_or_credit": "debit" }, { "account_id": "538624000000000427", "description": "CPP", "amount": 1295.64, "debit_or_credit": "debit" }, { "account_id": "538624000000000376", "description":
    • Zoho Books - Include Payment Terms as a Custom View filter

      It would be great if you could created a custom view based on Payment Terms. This would be really handy for seeing a list of customers who have credit terms. A workaround is not required. I could do something with a creditor checkbox, but it would be
    • How to update changed purchase account of item in invoice

      I have selected the wrong purchase account for various articles and created invoices. I had to adjust the purchase account in the article afterwards, but the old purchase account is still posted in the transaction-journal of the invoice. To adjust the
    • Help - Zoho CRM notification on mobile (IOS/Android)

      Hello Community! Can I get the IOS/Andoid CRM app to notify me of events, calls, etc. due as I can with MANY other apps?   I am running the free Zoho I would like this to be native to the Zoho CRM app. I do not want to write a sep. mobile app
    • Next Page