Importing Leads (Web App)

SalesRabbit’s new Import Tool makes it faster and easier to bring lead data into the platform. With a simplified interface and powerful features, this tool helps sales teams manage data more efficiently.

Key features include a user-friendly interface, multiple data formats, bulk import capability, data mapping options, and error handling.

Benefits: increase efficiency, improved accuracy, and time savings.

TIPS: The Import Tool is available to users with import permissions.
Before importing, ensure your file is formatted correctly.

Part 1: Import Permissions

This part will cover how to manage the "Import Lead Data" permission for a user's role. The ability to import lead information is dependent on a user's assigned role.

• Navigate to "Settings" -> "Roles & Permissions".

• Select the role you'd like to edit this permission for.
• Enable the "Data Import" permission for the role you'd like to be able to import leads for.

• Your user will need this permission enabled to import data into your account.

Part 2: Prepare Your File

This part will help you ensure your file is properly formatted before uploading.

• You file should be a Comma Separated Value (.csv) file.
• Columns you should have on your file include:
  • First Name (John)
  • Last Name (Doe)
  • Address 1 (45 Washington St.)
  • Apt/Suite: or Address 2
  • City (Salt Lake City)
  • State (Utah/UT)
  • Postal Code (84048)
  • Lead Owner: the name of the SalesRabbit user who will be assigned the lead.
  • Lead Status: the status you'd like for each lead to be.
  • Individual columns of information you'd like to map to custom fields.
    • It's recommended to create the custom field(s) in SalesRabbit before importing, otherwise you won't be able to map that information correctly.
• .CSV file type screenshot example:

Part 3: Uploading a File via the Import Tool

This part will demonstrate how to import a .csv file using SalesRabbit import tool.

• From the Web App, navigate to "SalesHub" -> "Import".
  • This page will display list of imports that have been done previously.
• To import leads, select "Import" -> "Leads" in the upper right corner of the screen.

• Select the .csv file from your device, or drag and drop it onto this next page.

• After uploading your file, you'll be asked to map or confirm the mapping for the incoming and destination fields.
  • Incoming Fields are the "columns" from your .csv file.
  • Destination Fields are the available fields in your SalesRabbit account.
    • Note: The default fields (Full Name, Address, Notes...) will appear as options by default. You can create custom fields to map to as well.
    • Note: You do not need to map every incoming field to a destination field, only the fields of information that you want to bring in.
• Once you've mapped the incoming fields to destination fields, click "Continue" in the upper right corner.

• You'll then get a view of all the data that is to be imported.
• Invalid cells of information will be highlighted red. To quickly filter for the invalid cells, select the "Invalid" option near the upper right hand side of the screen. This will display only rows containing an invalid cell.
  • Hovering over an invalid cell will provide a description of why that information is invalid.
    • Note: in the screenshot below, cells under the "Lead Status" column are being marked as invalid. That likely indicates that there is not a lead status in my system matching the status that's being brought in.
  • You will need to correct the invalid cells or the information will not be imported properly. There are 3 ways to correct invalid cell data in the import tool:
    1. Users can individually edit cells by clicking the invalid cell and making the correction manually.
    2. Users can use the "Transform" option to make changes to invalid cells in bulk.
    3. Users can also select the three dots found in the column name (they will appear when you hover your cursor in the column name) and select "Find and Replace" to correct cell data.
  • Note: it's recommended to make adjustments to potential invalid cells on your file before importing for a streamlined experience.

• After correcting the invalid cells, click "Submit" in the upper right corner to import the file.

• Once submitted, your file will appear as an imported item under "SalesHub" -> "Import".
• Imported leads are then searchable/editable from the Leads List on the Web App. They'll also be visible on the Web/Mobile app SalesHub maps.

Part 4: Delete an Imported File

This part will demonstrate how to delete an imported file.

• From the Web App, navigate to "SalesHub" -> "Import".
• Users have the ability to delete imports by selecting the three dot icon and clicking "Delete". This action will delete all the leads from that import in your system.

• A prompt will appear if you attempt to delete an import. Deleting an import will remove the data from your SalesRabbit Account and cannot be undone.

• You're imported leads will then be removed from your account.

Pro Tips

• The import tool currently allows users to import ~150,000 leads per import.
• If you are importing leads outside of the United States, leads will only geocode to the map if there are fields with Latitude and Longitude information on your .csv file. Address in the United States do not require a Latitude and Longitude.
• Typically, geocoding will take 2-15 minutes to complete after the import. Geocoding can be done fast if you have the mobile app open on your device immediately after importing.
• Use consistent naming in your CSV column headers to make field mapping easier.
• Keep a backup copy of your original CSV file in case you need to re-do the import.
• Users are also able to Import a file as Customers.