Assigning an import to multiple users

Here's how to assign one import to multiple users:

Step 1: Format user data in your spreadsheet into a single column.

• Make sure that your file has a single column that lists the appropriate user. Each contact or company can only be assigned to a single user.

Step 2: Add a custom field for the user column data.

• Mouse over "Settings" and select "Customize your CRM" in the menu.
• Select Contacts, and then choose "Create new custom field." Name the field something that makes sense to you, and keep in mind that you’ll delete this field later.
• Repeat that process to create a custom field on company records, being sure to use the exact same field name.

Step 3: Import your spreadsheet, being sure to match your user data column to your custom fields.

• Mouse over "Add" and select "Import contacts in bulk" in the menu.
• Select the "Import a spreadsheet" option to upload your file, and then follow the prompts. Learn more about running an import here.
• During the final step of the import, be sure to map your user column to both contact and company records, using the custom fields you created earlier.

Step 4: Filter by your user custom fields and bulk assign records to the appropriate user in the CRM.

• Mouse over “CRM” and select “Contacts.” Click on “Filter” in the upper right and choose “Add a filter.”
• Select your custom field and type in one user name - spell it exactly the same way it appears in your file. Apply the filter.
• Tick the "Select all" box in the upper left. If you have over 100 contacts, you'll also need to click the link to select them all.
• Select “Perform bulk action on records” near the bottom of the page. In the dialog that opens, select “Assign to user.”
• Choose the appropriate user name, and confirm the assignment. Repeat this process for each user.
• Once you’ve assigned all contacts, mouse over “CRM” and choose “Companies.” Repeat the process again to assign companies to each user.

Only need to assign the import to a single user? Learn how to assign the entire import to one user here.

Step 1: Format user data in your spreadsheet.

In order to import the group data properly, you'll need to format the file so you have a single “User” column. That single column should have the appropriate user name for the corresponding contact. Each contact or company can only be assigned to a single user.

Learn more about formatting your file for import here.

Step 2: Add custom fields to import user data.

Once your file is ready for import, create custom fields to bring in your user data. These are temporary fields that we’ll use to filter contacts and assign them to users, but after that’s done they can be deleted. One important note here is that you’ll need to create two custom fields, one for contacts and one for companies.

Please note: only admins can add custom fields. If you don’t see an option to add custom fields you’ll need to contact an admin on your account.

Mouse over “Settings” in the navigation bar, and then select “Customize your CRM.” On the next page, select “Contacts.” Then, select “Create a new custom field” and enter a name like “User temporary.” Repeat that process for “Companies,” being sure to use the exact same field name.

Step 3: Import the file.

Once the custom fields have been added, you can begin the import process. Mouse over “Add” and select “Import contacts” in the menu. Then, select “Import a spreadsheet” near the top of the page, and choose the file from your computer.

After the file is uploaded, you’ll be prompted through a few questions regarding data in your account. Learn more about running an import here.

During the final step of the importing process, you’ll need to select to import your user data column to both contacts and companies. Then, match your user column to the custom field you added earlier.

Step 4: Filter and assign contacts to users.

Now that the data is imported, your user names are saved in a custom field but they aren't assigned to those users in the CRM just yet. To reassign the contacts to a user, you’ll need to use a filter to pull up everyone with a particular user entry, and then bulk assign them to that user.

Mouse over “CRM” and choose "Contacts" in the menu. Then select "Add a filter" under the “Filter” option in the upper right. Under “What would you like to filter by?” select the “User temporary” custom field that you added earlier.

Please note: to assign both contacts and companies, you’ll need to do this twice. First to assign all of the contacts, and then again to assign all of the companies.

Once you’ve selected the custom field, enter the name of one of the users from your file. Spelling is important here, so be sure to type it out exactly the same way it appears in your file!

When you apply the filter, it’ll pull up a list of all contacts with that entry in the custom field. Then, tick “Select all” in the upper left. If you have over 100 contacts, click to select them all. Next, select “Perform bulk action on records” near the bottom of the page. In the dialog that opens, select “Assign to user.” Choose the appropriate user, and use the button to assign the selected records to them.

Repeat this process for each user to assign all imported contacts. Then, do it all again for company records by mousing over “CRM” and choosing "Companies" in the menu. Follow the same steps to assign all imported companies to the appropriate users.

After you’ve assigned all records appropriately, you can return to the Customize your CRM page to delete the temporary user custom field.