Import Data - Accounts and Leads

Data Import feature allows us to import data into SalesTrack. It lets us upload data from various customer relationship management systems and data sources into SalesTrack. SalesTrack provides Import Data Wizard through which we can import data records from one or more comma-separated values (.csv), XML Spreadsheet 2003 (.xml), or text files.

Prerequisite

Only the Agency Admin or Sales Manager can import data into your Vertafore Agency SalesTrack. Producers can import records only for the accounts that they own or the accounts that have been shared with them.

Whether your data is stored in spreadsheets, databases, or other systems, you’ll probably want to import the data into Vertafore Agency SalesTrack so you can keep track of all your customer information in one place.

You can import any type of information, such as accounts, leads, or opportunities – even activities. (The different types of information are called “record types.”)

Data Import Templates

To make the import process simpler, here are some .xml templates to Import Accounts, Import Leads, Import Contacts and Import Activities -Task, Meeting, Phone Call and Email.

We recommend that you first import Account, followed by Leads, then Contacts and finally Activities by type.

1. Right-click on the template and select Save target as . The Save As page appears.
2. Navigate to the desired location and then click Save.

The maximum file size allowed for .zip files is 32 MB. For the other file formats, the maximum file size allowed is 8 MB. You can import up to 5000 lines of data, in a single import.

Step 1: Get your import file ready

First, you’ll need to get your data into a file.

Make sure your data is as complete and accurate as possible when you create the import file. Fill in any missing data, and verify that names and other information are spelled correctly.

The following file formats are supported:

• Comma-separated values (.csv)
• Text (.txt)
• Compressed (.zip)
• Excel Spreadsheet 2003, 2007, 2010 (.xml)

Remember to remove the dashes from phone numbers and ZIP Code.

 

The maximum file size allowed for .zip files is 32 MB. For the other file formats, the maximum file size allowed is 8 MB. You can import up to 5000 lines of data, in a single import.

You can add multiple import files to a single .zip file, and then import the .zip file to bring in all the files at once. For example, if several salespeople enter leads from a trade show into different spreadsheets, you can gather them into one .zip file for import.

Step 2: Run the Import Data wizard

You’ll use the Import Data wizard to import your activities. You can import from the records list page or from within Data Management.

Import data from the List page

1. On the top navigation bar click on the Vertafore logo and select Sales.
2. Click the Sales again and select the Accounts or Leads tile. The accounts or leads list page appears.
3. On the top command bar click Import Data. The Import Data Wizard appears. Continue to the Import Data Wizard instructions.

Import Data Wizard

1. Browse to the folder where you saved the file that contains the your accounts and leads in the template. Select the file, then click Open. Click Next. The Review Mapping Summary page appears.

You can import only one file at a time. To bring in more files, run the wizard again later, or add all your contacts files to a single .zip file.

2. Review the file name, and if the file is in .csv or .txt format, verify that the record type is accurate. Click Next. The Review Settings and Import Data page appears.
3. Select how the wizard determines which fields to use for the data.
4. In the Select Data Map section, choose Default (Automatic Mapping) if you want the wizard to determine the corresponding fields in Vertafore Agency SalesTrack automatically. If the wizard can’t find a field, you’ll have the opportunity to “map” it yourself.
   1. Select For Generic Contact and Account Data if your import file contains contacts and accounts (and contacts are the main type of data).
   2. Select For BCM 2010 if your import file contains your contacts from Microsoft Outlook 2010 with Business Contact Manager.
   3. If available for your organization, select a custom data map. (You’ll see them in the list if they’re available to you.)
5. Click Next.
6. If prompted, from the Record Types drop-down list, select the type of records you are importing, for example Account or Lead. Then, click Next. The Map Fields page appears.
7. For any record type with an alert icon, map the field from your import file to a corresponding field in Vertafore Agency SalesTrack. Scroll to see the whole list. Then, click Next.
8. Review the summary, and then click Next.
9. Select additional import settings. Select Yes or No for the Import Data wizard to import duplicate records.
10. To set who owns the imported records, in the Select Owner for the Imported Records section, click the Lookup button. Select Look Up More Records, type the person’s name, and then click Add.
11. To save these import settings so you can use them again, enter a name for the settings (called a “data map”).
12. The next time you run the Import Data wizard, you’ll see the new data map listed under Custom Maps.
13. Click Submit.
14. To verify that the wizard was successful, click Imports, and then review the report. Otherwise, click Finish.

Step 3: Review Import Status

1. On the top navigation bar click on the Vertafore logo and select theSettings tile.
2. Click on Settings and then choose Data Management.
3. Click on Imports. The my imports page appears.
4. Verify that the files you want to import are listed. For .zip files, the list includes each file added to the .zip file.
5. Review the status of the import.
6. Click on the Import Name. The import details appears.
7. On the side bar click ContactsFully Imported, Contacts Partially Imported and Failures.
8. If there are any failures, review the error description to resolve.

If the import is Completed with the correct number of records in the Success column, check your list of accounts or leads to make sure they imported correctly.

1. On the top navigation bar click on the Vertafore logo and select the Sales tile.
2. Click on Sales and then choose Accounts or Leads. The list page for the selected entity appears.
3. Scroll through the list and ensure each line item from the template is here and verify the contents of the fields for accuracy.