Importing Contacts and Opportunities via CSV

Importing contacts and opportunities in bulk using a CSV file is an essential feature in Adaptive AI that helps streamline data entry and organization. You can map fields, create or update records, and monitor the import process seamlessly, ensuring accurate data entry and time-saving for bulk actions. This guide provides a step-by-step walkthrough, from preparing your CSV file to monitoring the import process and fixing errors.

Prerequisites for Importing Contacts and Opportunities

Before starting the import process, make sure you meet the following requirements:

• Only users with access can import contacts.
• The file must be in.
• The CSV file should be. If it's larger, split it into smaller files.
• Your CSV file must contain.
• Include a header row in which at least one column header corresponds to a field in the system.

Common Mistakes to Avoid

Mismatched headers: Ensure CSV headers match system fields.

Blank required fields: Every row should have at least one required field (Name, Email, or Phone).

Using special characters in phone numbers: Remove spaces, dashes, or letters.

Duplicate records within CSV: Clean the list before importing.

Importing Contacts and Opportunities

There are two ways to access the Import Contacts and Opportunities feature in Adaptive AI.

1. 1From within the
2. 2From within the

Both methods lead to the same import process, where you can choose to import: 1. Contacts 2. Opportunities 3. Both Contacts & Opportunities at the same time

Choose What To Import

Upload Your CSV File

Step 1: After selecting to import Contacts, Opportunities, or both, click Next, then click Upload File and

choose your CSV file from your computer.

Step 2: Upload the file for importing and then click on "Choose how to import contacts/opportunities" to

decide whether you want to create, update, or do both.

Please Note: Find existing contacts based on Filter by default is set to email,then phone, which means, Contacts/Opportunities would be filtered by email first and if email not found then phone.

Mapping Column to Fields

Ensure each column in your file is correctly mapped to the corresponding field in the system.

A few things to note:

1. 1Checking the "Don't update Empty Values" checkbox will not update any field if the imported file has empty values and the field does have some value for the opportunity.
2. 2If you decide to not import a certain field, you can choose to keep it unmapped and check the box on the bottom to proceed. -"Please ensure all mandatory fields are mapped. To proceed, either map all fields or choose Don't import data for unmapped columns"
3. 3This feature also allows the creation of with multiple email addresses and phone numbers. These additional details will be added automatically during the import process.
4. 4If Contacts and Opportunities are on the same line in the CSV, they will be automatically mapped to each other.

Reviewing and Completing the Import

Review your mappings, then confirm and proceed with the import, you can also choose to C reate a Smart list, add contacts to a Workflow, or add a new Tag to the imported contacts.

Create a Smartlist from Imports Adding contacts to workflows

It is mandatory to select the checkbox confirming all the contacts/opportunities for import.

• You can monitor the progress and status of the import via the Contacts and Opportunities Pages.
• Both contacts and opportunities imports will appear in the same place under
• Click on the " " button to view the Stats of the import - you can also download the error log and view further details about the error and how to fix them in the " " tab

The phone field from the CSV export in Keap is incompatible with Adaptive AI. The parenthesis '()' and dashes '-' make it incompatible. We have to highlight the entire column in the CSV file and ensure it is numbered in, remove any parenthesis and dashes, and then we can import without corrupting the data in the CRM.

Frequently Asked Questions

Q. What happens if my CSV file is over 50MB?

Split the file into smaller sections (under 50MB) and import them separately.

Q. Can I import contacts with multiple emails or phone numbers?

Yes! Additional emails and phone numbers are stored as secondary fields instead of replacing primary data.

Q. How does Adaptive AI handle duplicate contacts?

• contacts based on phone number or email.
• If a match is found, the system instead of creating duplicates.

Q. Can I update existing contacts via CSV import?

Yes! Choose Update Only or Create & Update during import.

Q. What should I do if my import fails?

• Check in the.
• Download the, fix the issue, and

Q: Why are all my imported contacts set to DND for ALL channels? How can I apply DND for specific channels only?

When importing contacts with a DND (Do Not Disturb) column in your CSV, Adaptive AI automatically applies DND for all communication channels (SMS, Email, Calls, Voicemail, etc.).

If you want to set DND for specific channels only, you need to use a workflow and tags instead of the DND column.

Q. I'm trying to import a CSV with Notes, and I cannot generate more than one note per contact record.

When importing contact notes, you may only have one note per contact record with a limit of 500 0 characters.