Adding an import to multiple groups

Here's how to add one import to different groups:

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

• Make sure that your file has a single column that lists all of the group data.
• If a contact should be in more than one group, each group name should be listed in the same cell. For example a contact in both a Client and Newsletter group would appear "Client, Newsletter."

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

• Mouse over "Settings" and select "Customize your CRM" in the menu.
• Select either Contacts or Companies, depending on which record type(s) you'd like in your groups.
• Select "Create new custom field" at the top to create a new custom field. Name the field something that makes sense to you, and keep in mind that you can delete this field later.
• Please note: if you want both contacts and companies added to the same group you'll need to create two custom fields with the same name, one on the contact and one on the company.

Step 3: Import your spreadsheet, being sure to match your group data column to your custom field(s).

• 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 group column to the custom field(s) you added earlier.
• Please note: if you want both contacts and companies to be grouped you'll also need to choose "Both" in the "Record to import into" section.

Step 4: Filter by your group custom field(s), and bulk add the contacts to the appropriate group(s) in the CRM.

• Mouse over “CRM” and choose contacts or companies, depending on which record type you’d like in your groups. If you’d like both, you’ll need to do one record type first, and then repeat this process for the other.
• Select "Filter" in the upper right and choose “Add a filter.”
• Select your custom field, and then type in one group 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 option to select them all.
• Select “Perform bulk action on records” near the bottom of the page. In the dialog that opens, select “Attach an item.”
• Choose "Group” in the dialog, and then select the appropriate group or create a new one. Select the button “Attach to records” to confirm.
• That's it! If necessary, clear your filters, and repeat this process for each additional group.‍
• Please note: if you want both contacts and companies added to the group, you'll need to follow this process twice. First, go to the contact list to filter by the contact custom field and add contacts to all of the groups. Then, switch to your company list to filter by the company custom field and add your companies to all of the groups.

Only need to add the import to one group? Learn how to add the entire import to one group here.

Step 1: Format group data in your spreadsheet.

In order to import the group data properly, you'll need to format the file so you have a single “Group” column. That single column should have the group membership for the corresponding contact. If one contact should be in multiple groups, each group name should be listed in the same cell.

Learn more about formatting your file for import here.

Step 2: Add a custom field to import group data.

Once your file is ready for import, create a custom field to bring in your group data. This is a temporary field that we’ll use to filter contacts and add them to groups, but after that’s done it can be deleted. One important note here is that if you wish to have both contacts and companies added to groups, 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” if you want the contacts to be grouped, or “Companies” if you want companies to be grouped. Then, select “Create a new custom field” and enter a name like “Group temporary.”

Please note: if you want both contacts and companies to be grouped, you’ll need to repeat the process for companies, using the exact same field name.

Step 3: Import the file.

Once the custom field(s) have been added, you can begin the import process. Mouse over “Add” and select “Import contacts in bulk” 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 match your group column to the custom field you added earlier. If you want both contacts and companies to be grouped, you’ll also need to be sure to select “Both” for the record to import into.

Step 4: Filter and add contacts to groups.

Now that the data is imported, your group names are saved in a custom field but they aren't groups in the CRM just yet. To move the data from the custom field to a group in the CRM, you’ll need to use a filter to pull up everyone with a group entry, and then bulk add them to a group.

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

Please note: if you want both contacts and companies to be grouped, you’ll need to do this twice. First, go to the contact list to filter by the field. Then, after you’ve added contacts to groups go to the company list and repeat this process.

Once you’ve selected the custom field, enter the name of one of the groups 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 group custom field. Then, tick “Select all” in the upper left.

Please note: if you have over 100 contacts or companies, you'll need to click the option to select them all.  

Next, choose “Perform bulk action on records” near the bottom of the page. In the dialog that opens, select “Attach an item” and then choose “Group.” Next, select the appropriate group, or create a new one. Finally select “Attach to records” to add those records to the selected group.

You will need to repeat this process for each different group name from your file. Additionally, if you want both contacts and companies to be grouped you’ll need to follow this process twice (once for contacts, once for companies). After you’ve grouped everyone appropriately, you can return to the "Customize your CRM" page to delete the group custom field.