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  1. Lime CRM
  2. About Lime CRM
  3. How do I make an import?

How do I make an import?

Making an import is not difficult but contains many small steps. If you want to do the import by yourself, assure that you have plenty of time to conduct it. If you want us at Lime to make the import for you contact us on tel. + 46 46-270 48 00 to get a consultancy cost estimation.

Import to Lime CRM

  • To be able to use the import module, you need to be a superuser or administrator. Make sure you have the permission by clicking the File menu> Import.
  • If you are using Lime CRM v 10.12 or later, the text import module is built-in. In older versions it is a separate extension.
  • The import file must not be larger than 10MB.

Keep this in mind before making the import

Import key – What should you use as an import key? A key can be a customer number or similar that only one company has and is used to minimise the risk of duplicates. If you are importing companies that you know don’t exist in the database, it doesn’t matter as much. But if you are going to import information that is to be wholly or partly imported into existing contacts, it is important to ensure what is unique, such as customer number. Organisation numbers can also be unique, but if the same company is located in several places, they usually have the same organisation number and then it gets messy at an import. A key can also be two fields together, eg company name in combination with postal address.

Time – Set aside plenty of time to do the import. Often you need to go through the file and see if any info needs to be merged or divided in Excel-file. Editing the file can be tricky and time consuming. If you are importing options into an options list, it’s also crucial to check whether there are “unordinary characters, such as slashes \ and /. Fields which are filled with data won’t be overwritten if you choose to update existing cards. It’s important to put time and effort in when you are keying the fields, so that the information is positioned correctly.

Test import – Taking a backup copy of Lime CRM usually involves the IT department and can take time. If you want to make sure that the information is transferred to the right place, a tip is to test import a row before you do the actual import. The field mapping is not saved, but if you are unsure of which mapping you did, take a screenshot of the mapping in the import wizard before running your test import.

Import format – The import module can import text files (.txt) with these types of delimiters:

  • Comma (,)
  • Semicolon (;)
  • Tab
  • Importable field types – You can import:
  • Integer
  • Option
  • Relationship
  • Decimal
  • Yes No
  • Time
  • Text
  • Formatted text
  • Link

You can’t import, for example, quantity fields (field type Set in LISA).

The import module can only import to one table at a time. If you are going to import, for example, both companies and individuals, you must do two separate imports, as is the case in the example below.

Structure of the Excel list

If the file you are importing is in a format other than .xls-format, we recommend you switch to Excel and do all the editing in .xls-format. Below is a description of how to build the information in Excel and what format you need to save the list for it to work.

In the Excel list, the headings are written in columns, and the rest should be written in rows. If there are several individuals in the same company that you want to enter, write them on new lines, the same company information but unique personal information. To facilitate all work with imports, it is strongly recommended that some form of key should be included in the list.

When the file has the correct structure, it is saved as either a tab-delimited text file (.txt) or a comma-separated text file (.csv). The file is placed in an easily accessible place on your computer so that you can easily find it via Standard Import. The example below is done with a tab-delimited text file, and we primarily recommend that you use this.

Time for import

Choose File> Import to start the Default Import menu. In some cases, you can get a security warning regarding the certificate issuer, click Yes to proceed.

Click “Browse file” and select the tab-delimited text file that you saved on your desktop.

The import module consists of four steps

You can’t go back to the previous step, if you make a mistake you will have to start over.

Select Import file by clicking Browse file

Import of companies

  1. Choose Destination: Now you see the import file in a wizard. Once you have selected a file, you must choose the type of delimiter the file has and to which chart the information in Lime CRM should be imported, eg company, person. In this case Tab, specify which tab the import should be implemented.
  2. Map fields: In the next step, all the different columns that were in your list will be visible. We then link these fields to the correct field in Lime CRM. For example, we can link company columns in a list of company names in Lime CRM. Customer numbers from a list can also be linked to customer numbers in Lime CRM. If the green box is visible, this is selected as the key. As mentioned earlier in the guide, a key is something unique so that duplicates are not created.
  3. Summary: When all the fields in the Excel-file are linked to the fields in Lime CRM, it’s time for the next step. If the import contains new information and records, click on the first one. If the import is fulfilled to update information, click the second one. A third option is to ignore existing records and import new ones. NOTE! If you choose to update them, ie the top two options and the cell in the import file is empty, but there is a value in the database, the value in the database will NOT be overwritten with a blank.

Import: click the Import button to complete the import.

Click Go to import page to see the status of the run of your import file.

The import is gradually portioned into the database, which means that the performance in the program is not affected by you running an import at the same time as your colleagues work in Lime CRM. This also means that the import may have the status Running for a while. When the import is complete, the status changes to Complete. If something is wrong I the import file, done with errors will be displayed. To see which in which rows the default in the import lies, click on the arrow to the right.

Click F5 to check the result in the Lime CRM database.

Import of persons

The same list can be used again to complete the import of contacts. At present, only companies are registered in Lime CRM without contact persons. Start over and now select Person as destination instead of company when you click on “Import to”.

Do the same as before, ie link the list’s columns to the fields in Lime CRM. If there is no unique key, E-mail is often the best available to use as a key, so click in the green box with the key. In order for the contacts to end up in the right company, we choose below to link Company with Company and then we match against Company name.

Again, we have the last choices before you complete the import.

Now the import is completed for the two different items. To see results in your Lime CRM database, press F5 on your keyboard. The newly added records are easily found by creating a selection based on records created within the last hour.