RealNex Knowledge Base

    Importing data from Excel

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    Steps prior to importing into the CRM

    NOTE: Before doing any sort of large-scale changes to your database, first, make a backup of your database (File > Backup within the Desktop CRM)

     

    Prior to importing a spreadsheet into the RealNex CRM, that spreadsheet has to first be saved as a CSV file. To do this, open the file in Excel, and go to File and select Save As. In the Save As window, change the Save as Type option to CSV (Comma Delimited).

    Now, the file is ready to be imported into your RealNex CRM.

    Steps to import a CSV file into the RealNex CRM

    Within the RealNex CRM Desktop software, navigate to File and select Import, and then select File/Database.

    This will open the Import File/Database window.

    1. Select the Type of Data to import. Please note that Properties can also import Contacts and Companies, Spaces can import Properties (and all that Properties can import) as well as Tenants.
    2. Create a new Import Map and select Comma-Delimited File (With Header)
    3. Use the Browse button, select the file you'd like to import.

    When you hit Next, you'll be taken to the Edit Import Map window, where you tell the CRM where each of your spreadsheet columns will import to.

    The Import Map window is separated into Tabs [1] and 2 main sections: Destination Fields [2] and Source Fields [3].

    Each Tab contains either an import into a single table (such as with Properties) or into multiple Tables (such as the Site Owner and Agent tabs, which each can import into Companies, Contacts, or both)

    Destination Fields: These are the fields you will be importing into in your RealNex CRM. To select a field to import into, use the drop-down menu under Field Name to select a CRM field.

     

    Source Fields:

    These are the Columns from your spreadsheet.

    Matching Fields:

    Most of the importing process is about mapping the Source fields on the right side, to the corresponding Source Field on the left. First, select the first field you want to import (generally, the top-most field in the source fields) in the Destination Fields.

    Next, click and drag on the Source Field you want to match to that Destination Field, and drop it into the Expression Box under Destination Fields, next to the field you previously selected.

    Repeat this process for each field in your spreadsheet.

    Once you have finished matching the fields on the first tab you'll be importing into, click on the next tab. For most, this will mean using both the Property tab and Owner Tab, to import both Properties and Owners and linking the two together.

    Dealing with fields that don't have a 'spot' in the CRM

    In the RealNex CRM, all of the fields are able to be customized, so if there is a piece of information in your spreadsheet that we don't already have a field for, you can modify any field in the CRM by right-clicking on the field and selecting Properties. Then, change the Caption for the field to match what you'd like that field to be used for.

    Dealing with Duplicates

    Most imports are simple, and duplication isn't a worry, but if you already have information in your CRM and are adding new information by importing, or if there are multiple properties owned by the same contact in your spreadsheet, the CRM Import can check for these duplicates so each record only gets linked one time.

    For example, you have 5 properties in one spreadsheet owned by 1 owner. Ideally, you'll want 5 properties added to the CRM, and 1 Contact. This is where the Key column comes in.

    The Key checkbox next to each field says "use this, and any other checked fields to determine if a record is a duplicate". So, for example, for Contacts, you might want to use the Key checkbox on the Name, Company and Address, so if all 3 of those fields match, it won't import a duplicate record. Instead, it will link the Property to that owner.

    Updating information from an import

    In addition to adding brand new information, you can use the import to append existing information in your CRM. On the import map screen, there is a drop-down Update Existing Records and this determines what happens when the Keys that you have set find a duplicate record.

    Never: The import will leave the existing record alone

    Always: Any information in the CRM will be updated by what is in the spreadsheet

    When Blank: Any blank fields in the CRM will be updated by the import. Any data already in the CRM will be left alone.

    Saving your work

    As with anything that can take some time to work on, we highly suggest making regular Saves to your import map. This ensures that the work you put in to mapping your import isn't lost. You can also re-use these map to import any spreadsheets with the same columns as the spreadsheet you created the map with.

    To save your map file, click the Save button and give the file a name.

    Finishing the Import

    After all of the fields have been mapped, you've set your keys, and saved your import map, click OK.

    The next window that appears is a preview of the data. On this screen you can see any errors that might appear (the most common cause of this is importing a dollar sign into a numeric field)

    Once you're happy with the way things look, click Next.

    On the final screen, you can choose a different Agent to have the imported records belong to them, as well as set a Team to change who can view and access the imported records.

    You are also able to have any newly created records be imported into a group, either an existing group, or a new group.

    Once you have selected these options, click Next.

    Click Next one last time to begin importing the data.

    The import process can take some time depending on the size of the file being imported, but once it has completed, you can close the window, and see the newly added and updated records in your CRM.

     

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