You can import your contacts, leads, and deals into Zendesk Sell using a CSV file, helping you to quickly import deal information in bulk. If you are updating a batch of existing deals, see Updating using a CSV file.
This article covers the following topics:
Preparing your CSV file
When you create a list of customers to import, you'll probably generate this list from a user management system, using a CSV export facility. If you need to create the list from scratch you can use a program such as Microsoft Excel or OpenOffice.org Calc.
To prepare your file, ensure the following
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The file you are uploading is formatted correctly for a successful upload.
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Checkbox custom fields contain values that are "0" or "1" (which equate to No/Yes).
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Each of your CSV columns contains a header in the first row. This helps you identify the data you're mapping during the import.
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Data that you are not importing for a field, is not listed in the header row.
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The file is a properly formatted CSV, saved using UTF-8 character encoding.
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There are no line breaks in your data because line breaks in the header row cause issues in the import process.
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The file size of your import is reasonable: Do not exceed 3,000 contacts per import. For example, if you have 5,000 contacts in your CSV file, consider dividing it into two import batches. There is no limit on the number of contacts you can upload, or the number of CSV files that you import.
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If you want to assign a lead or contact to a user in your account, then you must include a column in your file labeled Owner that you will match to the Owner field in Sell. Owner indicates which user in your account owns a particular lead or contact.
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If you are importing deals, and associate each deal with a contact, then the contact can be either a singular contact (person) or a company contact.
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If your deal is associated with a contact that is a person, then the contact must have a last name. If you are importing your contact's full name, the contact's name should be separated into two columns - first name and last name.
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If your deal's contact is already in your Sell account, Zendesk will merge your existing contact with the one in your CSV file and send you an email summary of your merged data.
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Each deal has a deal name and associated deal contact. If one or more of your deals do not have a stage listed, it will be placed in your initial pipeline stage by default.
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During import, do not assign deals to a user in your account. The imported data is assigned to the person who imports it. You can reassign the data once the import is complete.
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- If you add a company name to your contact, two contact records will be created in your Sell Contacts list - one for the person and one for the company. For this reason, importing a company name with your contact is optional.
- If you are importing deals - add a Deal Added column in your spreadsheet if you want to back-date Deal creation dates. This column is mapped to the Date Added field of your deals. If you don't include a Date Added column in your CSV, the date the deal was created will default to the day that your import is completed. Keep the following guidelines in mind when creating your Date Added column:
- If your account uses the American date format with a 12hr time format, Sell will only match the date when it is written as MM/DD/YYYY.
- If your account uses a European date format with a 24hr time format, Sell will only match the date when it is written as DD/MM/YYYY.
The following table lists examples of fields that you can include in the file.
Field | Description |
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first name | Customer's first name. |
last name | Customer's last name. Last Name or Company Name required for importing new Leads. Last Name required for Contacts. |
name |
Customer's full name - can be automatically split into first/last name during the import process.
Note: Zendesk Sell categorizes contacts as Person Contacts (Employees) and Company Contacts. The First Name and Last Name fields need to be included in each imported file - we need to know how to name your contacts. Sell will also give you the option to import First Name and Last Name separately during the import mapping process. Company contacts do not need a first and last name, only a name under a Company Name field.
|
mobile number | Mobile phone number for Lead/Contact. |
work number | work phone number for Lead/Contact. |
email address | Customer's full email address (someuser@mycompany.com). You can give customers more than one email address with additional email fields. |
company name |
Last Name or Company Name required for importing new Leads. Customer's company name.
Note: If you'd like to associate contacts with a company, include a separate column in your file that includes Company Name. Upon importing, Sell will match Person Contacts to Company Contacts, so that your Person Contacts appear as Employees when viewing the Companies in Sell. If you import Person Contacts without mapping a Company Name, these Person Contacts will be imported without an associated Company Contact.
|
title | Customer's job title. |
source (Lead) | Channel from which the lead or deal was created. You can read more about Lead and Deal Sources here. This is a drop-down field, if an existing Source does not exist that matches your imported data, it can automatically be added to your existing list of Sources, and the mapping can be edited to modify the content to an existing Source if preferred. |
industry | Customer's Industry to allow you to categorize and filter leads and contacts. This is a drop-down field, if an existing Industry does not exist that matches your imported data, it can automatically be added to your existing list of industries, and the mapping can be edited to modify the content to an existing industry if preferred. |
notes | Notes concerning this customer. Notes can be added to the lead, contact, or deal card as Notes or added to another field, if preferred (like Description). |
street (address) |
Customer's street address.
Note: When importing an address to a Contact, we suggest dividing the specific details of the address into multiple columns in your CSV file. This will allow you to sort or filter by these fields in Sell. You will want to make sure the following fields are separated into their own columns in your file before importing: street address, city, region/state, zip/postal code, and country.
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city | Customer's city. |
postal code or zip code | Customer's postal or zip code. |
state/region | Customer's state or region. |
country | Customer's country. (Drop down field) |
company address |
Address for Customer's Company.
Note: If you’re importing different addresses for Person Contacts and Company Contacts, you'll need to create separate columns in your file that include Person Address columns and Company Address columns. Person Address columns you’ll want to include are person address (street address), person city, person region/state, person country, whereas Company Address columns should include company street, company city, company region/state, etc.
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tags | Specific tags added to lead, contact, or deal to help categorize customers and quickly filter in Smart Lists and reports. See Using Tags on Leads Contacts and Deals. Separate each tag with a comma. |
owner | Sell user who owns the lead, contact, or deal. |
website
|
Customer's website. |
skype
|
embedded link to Customer's Skype account. |
embedded link to Customer's Facebook account. | |
embedded link to Customer's Twitter account. | |
embedded link to Customer's LinkedIn account. | |
fax | Customer's fax number. |
description | Add a description to the Customer's profile. |
custom field |
Custom fields can be matched to existing custom fields (or created during import). The following custom fields are supported:
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The following table lists examples of fields that are currently not supported during the import process.
Field | Details |
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status (lead) | Lead Status can be updated using our Leads API endpoint. |
unqualified reason (lead) | |
customer status (contact) | Contact Customer Status can be updated using our Contacts API endpoint. |
prospect status (contact) | Contact Prospect Status can be updated using our Contacts API endpoint. |
billing address |
This is an additional Address field that is available to Contacts that are associated with a Deal. Billing Address can be updated using our Contacts API endpoint. |
shipping address |
This is an additional Address field that is available to Contacts that are associated with a Deal. Shipping Address can be updated using our Contacts API endpoint. |
Additionally, the following suggestions should also help to keep your import under control.
- The import CSV data file should not contain more than 3,000 rows of data (one row for the header and the rest for the user or organization data), for best results.
- Ensure that there are no line breaks in your header row, or the import will not import successfully.
Sample CSV template
If you don't have a CSV file already, or you want to start from scratch, you can use our CSV template to populate your deals using a program like Excel. Download sample CSV
7 Comments
In regards to associating Person contacts with Company contacts during import...what if I have multiple companies who all have the same company name? We work with a lot of franchises and that's the case. Shouldn't I be able to match on ContactID so my Person Contacts are correctly associated?
Hi Do Not Use - Adam,
Thank you for reaching out!
I see that you already worked with our team on this concern about your account :) For any other users who may be experiencing a similar concern like the one Adam mentioned above, please reach out to our team for clarification and assistance!
Have a great rest of your day!
That's correct! I was able to contact support and they did the import for me.
When importing Deals, how do I map these so they are associated with Contacts already uploaded in Zendesk Sell?
Thanks in advance!
Hi Zak Wilkowski,
I'm afraid the importer only allows you to add a Primary Contact to a Deal. Once added, the Primary Contact can be changed manually on the Deal card (not through the Batch importer). The way to add Associated Contacts to a Deal would be via Sell's API.
I will be sure to pass this feedback to our Product Team! Additionally, I see you already have a ticket open with our Customer Support Team. They will get back to you as soon as possible to further assist :)
Hi Katie,
Above it states that 'If your deal's contact is already in your Sell account, Zendesk will merge your existing contact with the one in your CSV file and send you an email summary of your merged data.'
What details do I need to add in the CSV when importing the Deals so that they merge with the Contacts?
Hi Zak Wilkowski,
Correct! The logic for how your data will be merged together is configured in your duplicate management settings. If you have checked a box in your duplicate management settings, make sure that you include that data in a column in your CSV file. Additionally, upon import, you should select the options to match your data and how you want to handle duplicates.
You will see a merge note left on the existing contact that a duplicate was found and merged together from your CSV import.
If you want to clean up duplicate leads, contacts, and deals in your account, see the article: Merging leads and contacts.
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