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Importing Data with spreadsheets

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For more information on importing using spreadsheets, sign up for one of our live, interactive webinars here!


You can easily import data to Pipedrive from XLS, XLSX and CSV spreadsheet files. You can import Deals, Organizations, People, Notes, and Activities all at the same time!

Before starting, we suggest looking at our article here on How your data is organized in Pipedrive. It's important to understand how the data you're importing will be presented to you after your import.

Importing spreadsheets

 

Getting yourself ready for an import

Note: We recommend using a fresh spreadsheet without any formulas in the import process. If you have a spreadsheet that uses formulas or data-linking to generate the contents of a cell, we suggest copying the data in your spreadsheet and pasting it into a fresh sheet without the formulas. 

Before you import, you need to think about what kind of data you wish to generate in Pipedrive.

  • Are you simply trying to import a list of Contacts? (People & Organizations)
  • Do you want to import Contacts, and open Deals in your pipeline for those contacts at the same time?
  • Do you want to import Contacts, open Deals for them, and create Activities for all of those Deals as well?
  • Do you want to import Contacts, open Deals for them, create Activities, and attach Notes?
  • Or maybe you want to open a bunch of new Deals for Contacts that already exist in Pipedrive?


If this all sounds confusing, we suggest first looking at our article here on how your data is organized in Pipedrive.

How to import a spreadsheet

Step 1: Upload file



  • Go to Settings > Import data > From file
  • Click Upload file and select the file that you intend to import. Pipedrive supports Excel (.xls and .xlsx) and .csv files.

    Note: If you receive an error when attempting to import a spreadsheet, the issue may stem from your spreadsheet: while there is no maximum limit on the number of columns in the spreadsheet, the maximum file size is limited to 50mb, with a maximum limit of 50,000 rows within the spreadsheet. 

 

Step 2: Mapping



Now is when you get to map the columns in your spreadsheet to the different fields in Pipedrive. Simply drag and drop fields in the right corner, to the corresponding spreadsheet columns.

Note: You'll notice that in the right hand corner, you have different categories of different types of data (Contacts, Deals, etc.). These all have their own individual fields you can map content from your spreadsheet onto.

You can also use the search function to quickly find the field you're looking for.

Do you have a field that is not created by default in Pipedrive? You can just navigate to Settings > Customize fields and create the custom field you need at any time. You can just resume your import by heading back to Settings > Import data.



If the imported column headers match the field values in Pipedrive, then the respective titles are automatically selected. If the auto-recognition failed for any of your fields, you can still drag the Pipedrive fields to their appropriate spreadsheet columns.

Note: Mapping deal-category fields to the columns in your spreadsheets will create deals within your Pipedrive account. If you do not wish to create deals through your import, do not map deal-category fields to the columns of your spreadsheet.

Once completed, hit Next.

Step 3: Preview and finish



Now is when you get to tell Pipedrive what to do if duplicates are found. Pipedrive has an anti-duplication-algorithm that will do it's best to find matching records, and consolidate their data into one.

Here is also where you can review the mapping you've done. This page makes it clear how your data will appear after the import based on the mapping you've done in step 2.



Once you've previewed your import, go ahead and select Start import.

You're done! You can now review your imported data or even make any desired changes to your data with our bulk editing list view.

What is a "skip file"?

When you run an import, Pipedrive will attentively put together a clean little report for you on any complications that arose during the import.
For example, if you were to import a list of People, and didn't include a mandatory field — such as the Name — then this row of information will be skipped.
It will then take that row, and organize it in a Skip File.

You can download the Skip File at any time to review. You can even make the changes that you need, and then import the Skip File into Pipedrive to complete your import. This makes it very easy to ensure all of your data makes it into the system.





How to revert an import?

Once you've performed an import, it can be reverted within 48 hours of its initial import with the Revert button provided in your Import History.
If that Revert button is not available, let our Support Team know and they would be happy to assist you.


Mapping - Solve the puzzle box

Some specific fields will require additional mapping to be properly imported.
When you select the Stage, Status, Visible to, Owner, or any Multiple/Single choice option fields, then the Solve the puzzle dialog opens, where you can match the imported data with the values in Pipedrive.

For example, when you map Deal - Stage to a column in your spreadsheet, you get this clever little solve-the-puzzle box. On our left side we have different keywords found in our column in our spreadsheet, and on the right side we have different stages in different pipelines.
All you’ve got to do is drag and drop the different words in the left side to the right side and match them up.



In this example below, we have keywords like Stage 1 and Stage 2 in our spreadsheet. When we drag them to the Contact Made stage, this means any rows where there are Stage 1 or Stage 2 in our spreadsheet, their Deals will be added in the Contact Made stage.

Advanced importing - mappable fields and what they do


Advanced importing


There are many different fields you can map your columns to in Pipedrive.
Let's talk about what they are, and which ones may be the most important to you.

 

Mandatory fields
These are mandatory to create your records:

Person - Name | (Example: Audrey Hepburn)
Mandatory for creating People (unless using First name and Last name)
Person - First name | (Example: Audrey)
Mandatory for creating People (unless using full Name) 
Person - Last name | (Example: Hepburn)
Mandatory for creating People (unless using full Name)
Person - Phone | (Example: 555-555-4422)
Contact number for Person (specify this to avoid potentially duplicating People)
Person - Email | (Example: audrey.hepburn@pipedrive.com)
Contact Email for Person (specify this to avoid potentially duplicating People)

Organization - Name | (Example: Pipedrive)
Mandatory for creating Organizations and associating them to the People in their respective rows
Organization - Address | (Example: 32 Sleepy Hill, Newcomerstown, South Dakota)
Organization's physical address, geo-coded with Google Maps. (specify this to avoid duplicate Organizations that have the same name)

Deal - Title | (Example: Ford deal)
Mandatory for creating Deals. Leave all cells in your spreadsheet blank if you want Pipedrive to automatically create a title for each Deal (e.g., "Ford deal") according to the name of the Organization related to the Deal. If no Organization is specified, then Pipedrive will title it according to the Person's name (e.g., "Jon Snow deal") or customize your Deal titles by populating the cells with whatever you'd like.

Note: if a Deal - Stage is not mapped in the import, any created deals will be automatically placed in the first stage of your first pipeline.

Note - Content | (Example: I'm leaving a note on this deal)
Mandatory for creating Notes. This will ensure the contents of your note are attached to all objects (People, Deals, etc.) you specify in your import.

Activity - Subject | (Example: Follow-up call)
Mandatory for creating Activities. DO NOT leave cells in spreadsheet blank. Populate each cell with your desired subject name. This will create an activity for each row.

Often-used fields
These are not mandatory, but are very useful to include:

Deal - Stage | (Example: Idea)
Defines which stage/pipeline your Deals are added to. If no stage is specified, your deals will be opened in the first stage of your first pipeline.
Deal - Value | (Example: 2000)
Monetary value of your Deals. If no currency is specified, Deal will be given the default currency in your Company Settings.
Deal - Currency | (Example: USD or EUR)
Defines which currency the value of your Deal is in. If not specified, Pipedrive will use your company default currency in your Company Settings.
Deal - Expected close date | (Example: 2016/04/11 , 4/11/16 or 4/11/2016)
A date must be specified if you want your Deal to appear in the Forecast View. This date can be added manually later if needed.
Deal - Owner | (Example: Bob Dillon or James Brown)
Determines which Pipedrive user owns the Deal. If no owners are specified, all Deals will be owned by the user performing the import.

Activity - Due date | (Example: 2016/04/11 , 4/11/16 or 4/11/2016)
Specifies when an activity is due. 
Activity - Type | (Example: Call, Lunch, Meeting)
Allows you to specify different types of activities, including custom ones.
Activity - Assigned to User | (Example: Bob Dillon or James Brown)
Allows you to assign activities to specific Pipedrive users.

Historical fields
These will map historical dates and statuses of your records, like previously-closed Deals, or previously-completed Activities.

Deal - Won time | (Example: 2016/04/11 , 4/11/16 or 4/11/2016)
Specifies what date your Deals were marked as Won.
Deal - Lost time | (Example: 2016/04/11 , 4/11/16 or 4/11/2016)
Specifies what date your Deals were marked as Lost.
Deal - Status | (Example: Won or Open)
Allows you to import Deals that are already closed. You can specify which rows are deals that are open, lost, or won.
Note: If no status is specified, all imported Deals will automatically be Open.

Activity - Done | (Example: Done or Undone)
Allows you to mark some activities as already having been completed while leaving others open.
Activity - Marked as done time | (Example: 2016/04/11 , 4/11/16 or 4/11/2016)
Specifies when an activity was marked as Done. This will show in your Statistics.

 

Downloadable sample spreadsheet

The spreadsheet attached to this article — The Ultimate Pipedrive Import.xlsx — will provide you a template to get your import started. You'll find the columns are color-coded and given descriptions of the different fields, and that the headers are easily-recognized by our importing system. 

You can either populate your own data in this spreadsheet, or use it to at least understand where to map the different Pipedrive fields in your own spreadsheet's columns.