Book an appointment with RealNex Client Services using SetMore

RealNex Knowledge Base

    Auto-Map Templates for CRM Import


    This article contains import templates that can be used to import into the CRM using Auto-Map.

     RealNex Import Map Video Here


    Click on a link below to download the template you'd like to use.
    Properties and Owners - All Fields

    Properties and Owners - Most Common Fields

    All Contact Fields

    Basic Contact Fields

    Spaces, Tenants and Landlords

    How to use

    Open the downloaded spreadsheet file. This will open a template where you can copy and paste the information from any spreadsheet you are importing into the appropriate columns.

    First, open both the downloaded template and the spreadsheet you are wanting to import.

    Next, in your spreadsheet, highlight and copy the first column with information you wish to import, either by right-clicking on the column and selecting 'Copy', or by using CTRL+C on your keyboard.

    Next, in the template, find the appropriate CRM field that you will be importing this information into. For example, for Contact Name, you would find Full Name.

    Place your cursor into the 2nd row below the header you wish to paste into and then Paste.

    We'll delete the 2nd row later.

    Repeat this process for each column in your spreadsheet you wish to import.

    If you have fields that aren't presently in the CRM, you can customize fields in the CRM to import that data into, which will be discussed below.

    Once you have copied and pasted each of the columns you will be importing, click and highlight row number 2 and right-click and select Delete. This will ensure that your column headers don't get imported as a record.

    Now, Save the File. When you use the CRM Importer, you can then use the Auto Map button on the Import Wizard.

    Custom Fields and Data Types

    When you come across a field that isn't one of the default fields in the CRM, you can customize fields to use for that data.

    You can either use the provided User Fields or customize any other fields in the CRM. 

    To customize a field, right-click on the Field Name and select Field Definition.


    This will open the Field Definition Window:


    1. Original Field Name - This is the original field name in the database, and the name that must be used in your spreadsheet for Auto-Map. This will also be the column you will use in the template (though generally the template uses spaces rather than underscores, but both work).

    If this field name has the words 'Investor', 'Tenant', 'Agent', or 'Vendor', the field name will need to begin with that, followed by a '.'. In the example above, the column header name would be Investor.User 1. If the field does not begin with one of these table names, just use the field name.

    2. Field Caption - This is the Field Name that displays on the CRM screen. Changing this is effectively changing the Field Name.

    3. Field Options - These options change how the field functions and will only appear for VARCHAR fields (more about field types below). Comma-Separated Values means that when using the pop-up or picklist for the field, you can select multiple options. Must Use Popup Table turns off text entry for that field and requires use of the Popup table. Use Same Popup Table As allows you to use the same popup table as another field, saving the effort of re-entering your options.

    When you customize a field, be sure to take note of the original Field Name [1] as that is what you'll want to name the column header in Excel.

    Data Types

    Each field in the CRM has a specific Data Type that is not able to be changed. Due to this, only certain types of data can be input into specific fields.

    These data types can be determined by the icon on the right-hand side of the field and they are:

    VARCHAR.png VARCHAR - These fields are Variable Character and allow for any numbers, letters and special characters to be entered. These fields are sorted alpha-numerically.

    NUMERIC.png NUMERIC - There are two types of numeric fields - Decimal fields and Integer fields. You can tell which a field is by the appearance of decimals in the data input field. These fields are sorted numerically.

    DATE.png DATE - These fields allow only for Date input, and will sort in Date order. Dates entered in other fields won't necessarily be sorted properly for dates.

    LOGICAL.png LOGICAL FIELDS - These checkboxes allow for True/False values to be entered and searched on. True is checked, False is unchecked.

    Checkbox/Logical Fields

    Some fields, such as the Contact Type fields included in the contact templates (Investor, Tenant, Agent, Vendor, Personal and Prospect) are checkboxes, which has special requirements when importing to check the checkboxes.

    When importing into checkbox/logical fields, you can use either True or False to check or not check the checkbox. You can also just use True and blank where you don't want the checkbox checked.



    Powered by Zendesk