Streamlined Product Data Import and Mapping in Twozo

Streamlined Product Data Import and Mapping in Twozo

Import

Importing products allows you to efficiently add large quantities of data into your system, saving time and reducing manual entry errors. It streamlines data management by ensuring that all necessary information is correctly organized and accessible.

To import a product,

  1. Go to Admin Settings, select Data Import & Migration, then choose Import to start. You can also import data directly from the List Views of contacts, companies, deals, activities, or products.



  1. Click the import to open the import page.












            Here, you’ll see two toggles at the top: Import Products (Contacts/Companies/Deals/Activities/Notes) and History.

  1. Download the sample files if you're unsure of the import data structure, under Learn Data Structure in three stacked boxes on the right side of the page.
  2. Check the Fill in Mandatory Fields box to ensure that all required fields are complete before importing.
  3. Refer to the Create Custom Fields box to create any necessary custom fields if your data contains columns that are not represented by the default CRM fields.




  1. In the center of the page, click the Upload or Drop File button to upload your file. The system supports only .xlsx, .xls, and .csv file formats.


Mapping

  1. Upload the file, and the system will auto-match file columns to CRM fields if the names align. 
  2. Map fields in order: Company, Deal, Contact, and Product Modules.
  3. Manually map the columns if needed by selecting the dropdown for each column, with options for Contact, Company, Deal, Activity, and Note fields.
  4. Use the search bar to locate fields, or click +Custom Field to create a new custom field if necessary.
  5. Click Save & Next. If any checked column is unmapped, a confirmation dialog appears. 
  6. Select Continue Importing to proceed or Cancel to abort.



  1. To map individual fields for each column, select the dropdown arrow. Options will appear for the Contact, Company, Deal, Activity, and Note fields, and you can switch between these categories to map the appropriate field for each column.
  2. The Search bar option allows you to search for fields within a specific type. You can also add a new custom field by clicking the +Custom Field option, enabling you to create any custom field with your desired field type. 



  1. After completing the mapping process, you can click Save & Next button located in the lower right corner of the page. If any checked column is not mapped to a field, a confirmation dialog box will appear, allowing you to click Continue Importing to proceed or Cancel to abort the process.


Preview & Finish

  1. On the right side of the Preview & Finish screen, above the contact data preview table, use the Merge Data dropdown to manage duplicates:
  1. Merge Data: Combine duplicates into a single record.
  2. Create Multiple Records: Keeps duplicates as separate records.



  1. Ensure mandatory fields for Contact, Company, Deals, Activities, and Notes are unique to avoid duplicate detection.
  2. Use IDs when importing records to update existing data. Be aware that any changes in columns with IDs will be overwritten. 
  3. The uploaded file preview is shown on this screen, which includes three data lists corresponding to each import type Contact, Company, Deal, Activity, Note, and Product.
  4. The Start Importing button is located in the lower-right corner to begin importing your data, and the Back button in the lower left allows you to return to the mapping step.


Import History

This will give you a summary of past import activities, displaying key details such as import dates, status, data types imported, and any errors encountered. This feature allows you to track import processes, review past imports, and troubleshoot issues efficiently.

  1. Click on the History button at the top of the import screen. This will open a list of all your previous import attempts.
  2. In the history section, view details of each import, including Date & Time, File Name, User, Type, and Status.
    Status options include Pending, Finished, or Reverted. Pending imports can be Continued or Discarded.

  1. To re-import the data, click Continue in the History section without needing to re-upload the file.

Overview of Skipped Records in Import

  1. During the import process, if certain records do not meet the requirements, particularly if mandatory fields are missing or contain errors, those records will be skipped. The system identifies these skipped records and prevents them from being imported into the CRM.
  2. For finished imports, details include the number of records, Merged, Added, Updated, and Skipped.
  3. The dropdown offers additional details, including the option to download skipped records via Download Skip File. This file contains all the details of skipped records, including the Skipped Reason for each one.


  1. Here are the skip reasons during the import:

Skip Reason

Description

Missing Mandatory Fields

Required fields must be filled from each module, such as the Contact Module, Company Module, Activity Module, Deal Module, and any Custom Fields marked as required

Field Type Validation Error

If the field type is number type, then entering text will show a validation error, eve n if that field is marked as required or not required

Skip During Merge

During the merge, if any errors occur, the common skip reason This record/row was skipped during the merge process due to invalid values will display. This can include issues such as missing mandatory fields, field type mismatches, invalid data formats, exceeding data limits, and data structure issues.

Duplicate Entry Limit Exceeded

When an existing contact has reached the limit of 10 phone numbers or email addresses, importing a duplicate file with the same number will result in the skipping of those duplicate entries

Wrong Format

Some fields have specific formats that must be adhered to for proper data entry.

  1. Email addresses should follow the standard format, for example, user@example.com.
  2. Company websites should include a valid URL structure, for example, https://www.example.com.
  3. Dates should be in a specific format, for example, MM/DD/YYYY or YYYY-MM-DD.
  4. Unit prices should be in a valid format, such as 50, 50$, or 50 USD.


Exceeded Data Limits

If the import process attempts to add more entries than the allowed limit, such as exceeding the maximum of 10 phone numbers or email addresses, or if phone numbers exceed the minimum of 4 to a maximum of 17 characters, those entries will be skipped. This helps to maintain system performance and adhere to data constraints.

Non-existent ID

If an ID referenced in the imported file does not exist in the CRM, the associated record will be skipped. This ensures that only valid IDs are processed, preventing errors in the data import.

Update Limit Exceeded

If the number of records that can be updated through import exceeds the admin-defined limit per day (up to a maximum of 50,000 rows per day), those updates will be skipped. Admin can set this limit through user permission settings, ensuring that the import process remains efficient and within operational limits.


NotesNote: Import sessions are retained for 30 days, but reverting an import is only possible within the first 48 hours after the import is completed. Only admins with the appropriate permissions can revert an import. (e.g., permission to delete deals)



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