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Importing Data with spreadsheets

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This article will get you acquainted with our new and improved import system. If nothing in this article looks familiar, it's probably because you're still using our older version of this feature. If you'd like to switch over to the new one, just write to us in the help center requesting this to be enabled for you.

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! You could do this before, but separately.

Before it gets too technical, 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.

To learn how to import data to Pipedrive from spreadsheets, watch the following video or read the instructions below.


Importing spreadsheets

 

 

Getting yourself ready for an import

Note -  We recommend that you use a fresh spreadsheet without any formulas. It just works better that way. If you have a spreadsheet that uses formulas or data linking to generate your outputted data, just copy the data on your spreadsheet and paste into a new sheet without the formulas (Edit, Paste Special, Values only).


Before you import, you need to think about what kind of data you want to create 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 them 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 looking at our article here on How your data is organized in Pipedrive. But if you already know all about Deals, People, Organizations, etc., then continue reading.

 

How to import a spreadsheet

Step 1: Upload file




Navigate to Settings > Import data.

Click From file.

Click Upload file and select the file that you want to import, or drag your desired spreadsheet into Pipedrive. Pipedrive can support Excel (.xls and .xlsx) and .csv files.

 

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.

Got a custom field? You can just navigate to Customize fields and create the custom field you need at any time. You can just resume your import by heading back to 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.

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"?

Whenever 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, this row 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. From there, 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.

For example: If you were to import a list of People, and didn't include a mandatory field, such as the Name, this row will be skipped.





How to revert an import?

What if you need to undo your import and start over? Once you've performed an import, it can be reverted any time within 48 hours of it's in initial import with a handy little link that Pipedrive provides you:

Is your "Revert" link not available? - Use the widget in our help center to contact us. We can re-enable the link for you.


Mapping - solve the puzzle box

Some fields will require additional mapping to be properly imported. For example:

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.

So in this example, when you map 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 corner to the right corner 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 will be the most important for 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. This also is important to specify to avoid potential duplicate People.
Person - Email | (Example: audrey.hepburn@pipedrive.com)
Contact Email for Person. This also is important to specify to avoid potential duplicate 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. This is geo-coded with Google Maps. Also very important to specify to avoid duplicate Organizations if they 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 - Deals will be created in the first stage of your first pipeline if you don't specify the stage in another column.


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 on your records. This allows you to import a history of previously closed Deals, or previously completed Activities.

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.


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.

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.

The headers are also 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.