For importing either an existing pipeline of CRM data or a list of aged leads, you’ll want to use the CSV Importer.
Find this under Prospects >> Import.
First we’ve give you the quick overview of this system, then we’ll show you some common mistakes i.e. help you troubleshoot, though the majority of users have no problems and successfully import their leads with no additional help from us.
Generally, this is something done from within the “master account” i.e. “bosses login”, as this provides you special options on who gets these leads.
The process is 3 steps:
- Prepare Source Data. You need your data in CSV format. Straight up, plain-jane CSV – not MS-DOS or any other variation of CSV. Regular comma separated values data, saved in plain text format with a .csv ending.
- Upload. From within SwiftCRM, login and go to Leads >> Import, at http://my.SwiftCRM.com/index.php?file=import – on this page, set [TIP: USE TAB AND UP/DOWN ARROWS or type a letter or two…]
- Label. This is just for you. The campaign and date will display automatically, so we recommend a short description of what this data-batch is i.e. “FindYourCustomers Aged Batch #3”.
- Cost. If you paid for this data, enter a cost and it’ll create an accounting record, which later helps you track ROI.
- the Opportunity Type i.e. what type of leads these are (i.e. homebuyers, debt settlement leads, etc.). Select from the list whatever applicable.
- Status. We recommend “New Uncontacted” at the top. Type “N” to find it quickly.
- Name your campaign (leads source) i.e. “FindYourCustomer.com Aged Leads” for example; this is very important in order to see your total # of deals you close from the data, cost-per-closed-deal, cost-per-contact, total ROI based on that lead source, etc. Note you need to have the campaign defined in advance. If you don’t see your lead source, stop and go add it first – you’ll thank us later – by going to Admin >> Marketing Dashboard, then click “New Source of Business” or “New Campaign” at the top. Assuming your source-of-business / source-of-leads is already an option within this dropmenu, select it. Note SwiftCRM can help you track ROI across a data-batch AND a campaign; a campaign is usually multiple data-batches.
- Set your Access. Most common is “Entire Company”; this means all employees who have CRM access can work these leads, then when they get a “Game On” i.e. interest from the prospect / lead, they’ll click “Convert to Opportunity”, which will move it from the companywide-accessible prospects pool aka “the Shark Tank” to their personal pipeline of actively-worked leads. Obviously they can reassign that lead at any time and it’s subuject to “lead retraction” if you have that set up i.e. the lead isn’t proceeding and your company settings are set for that. Other options are to define a few specific accounts (format as 687,688,685 – comma separated, no spaces), just me, or “defined in CSV” which is used most often for moving an existing pipeline of deals/leads into SwiftCRM.
- Map Your Fields. You’ll see on the left your source data (2 rows…usually the “title row” and a second “example row”), then on the right, drop down the “bookshelf” you want this data pushed into – in tech-speak, the variable you want your source data mapped to. For example, on the left, your source data might be “First Name”, so on the right in the dropmenu, select “First Name”… if you’re unsure, leave it as “comments”, and it’ll simply get added to the comments of the prospect or selling opportunities. Take time with this – it’s worth the time to get it as accurate as you can.
- Done! Push the Save button, and the system will chew on your data for a few minutes and it’ll automagically appear in your pipeline(s). Note if you have a large file, this might take 15 minutes or so to appear, but it does start processing within 2 minutes of your upload. To view, click either “start” to see some on the bottom left (from the home page), or click Leads >> Imported Leads.
On the left you’ll see a table labeled “Previously Imported & Exported Data-Sets”. It should be pretty self explanatory; most useful is the re-export non-responders for use with direct mail. This ensures you aren’t re-mailing your actively-working leads and/or deals-in-process, while reducing your mail costs.
If you are “dialing for dollars” (Phone Campaign work), don’t re-export. Instead, use the data-flush on the prospect main page (Leads >> Prospects / Marketing-Targets) to remove prospects from the system based on the number of calls (most typically, you can flush for any reason, but generally, you’ll remove all the “not interested”, “do not call list” (note: they’re added to SwiftCRM’s internal do-not call list, but it is definitely your responsibility to ensure your data-source provider has scrubbed the data before you import it; most of them do automatically).
Over time, you’ll be able to access more stats about the performance of this exact data-set i.e. contact ratios, closing ratios, etc.
A few notes on the process:
First, you have the option to define any of this data from within the CSV data itself, and SwiftCRM will overwrite any choices made on step 1 with data from within the CSV. This is most often used when migrating to SwiftCRM from competing systems, or from older systems like Outlook or ACT.
Speaking of Outlook and ACT, do not confuse the contact import system with the leads importing system. You can import contacts, but that just imports a contact – which is not the same as a prospective client / selling opportunity. When you enter a new selling opportunity, you are automatically creating 2 things: a Contact record, and a Selling Opportunity. If you import contacts through the contact import tool, you are only importing a contact – 1 bit of data, not 2.
If you are migrating, ask us for help – there’s no charge for this and we want to be sure your data integrity is retained. You can have thousands of deals, spread among any number of employees, various types, various status i.e. closed, lead, open transaction, etc. and the CSV import can handle it, but this is a powerful tool that can make a mess if you don’t get it accurate, as there’s no way to automatically flush 10,000 leads from an account (from the client’s side, obviously we can from the programmer side, but it’s better to just get it right up front).
Questions beyond this? problems? Comment below.