Focus: The focus of this self-help article is to provide steps and information to import your Contacts via CSV.
What is a CSV?: A “CSV”, also known as a “comma separated value”, is a file that can be generated by many different types of programs to export contact information.
Used in Cliently?: CSV files can be used by Cliently in order to upload your contacts directly into “Deals” and have the ability to assign to a specific “Pipeline” and “Stage”. This process also allows you to import your contacts directly to a workflow within your account.
Custom fields - can you import data into Custom fields? Yes, you can however the custom fields must be created first. Click here to learn about adding custom fields: https://faq.cliently.com/en/articles/3603709-using-custom-fields-to-expand-your-contact-and-company-information
Maximum upload at one time. Please note, you can only import via CSV with a total of 500 records for each import.
Importing more than 15 contacts and assigning a flow?: If so, please note Cliently has a throttling system in order to send out the emails. We will stagger the emails over a period of time so your mail will be sent out with no issues. This is done to control the amount of email messages sent to one ISP or remote server at one time. Sometimes ISPs block messages when a high volume is sent by one sender at one time because they might be concerned its spam. This process can take anywhere from a few minutes up to several hours, depending on how many contacts you have introduced to your flow at one time. Please also note that our current throttling system will work to send your emails as soon as possible, based on your selected calendar settings, and is not capable of staggering your messages over several days.
Sending Limits: Cliently offers an ability to limit the number of emails sent per day for your flows. Be sure to check out this FAQ article to setup “Sending Limits”.
Be prepared for your import.
Do you plan on sending out emails during the import process? If so, make sure you have done the following:
A) Connect your email account to your Cliently Account.
B) Test the email connection by sending yourself an email.
C) Create and prepare your Global flow to be used when setting up and scheduling the import.
Step 1: Find Import. Under Deals, find the “Import/Export” button.
Step 2: Selecting a file. Under “Import”, click on “Choose a file...” and select the file from your computer.
Step 3: Configure CSV to be imported… Next, you will need to match up your CSV file fields to the available Cliently fields.
Please Note: Cliently will do its best to match your current CSV fields to Cliently fields, but we do suggest to review each field. Please take your time and make sure that all fields are matched up to Cliently fields.
The fields available for import are:
Contact First Name
Contact Last Name
Contact Job Title
Contact Email (Unique identifier - Must contain UNIQUE email address, no commas, special characters, etc.. Otherwise contact-row will NOT be imported to Cliently)
Contact Street 2
Contact Zip Code
Company Street 2
Company Zip Code
When completed, Click Next.
Quick Tip: When importing leads, the system will detect the first name as any text before the first spacing. For example - Mr. John Smith will assume Mr. as being the first name if it is mapped with the prefix in the first name column, as there is a space between "Mr." and "John". For this reason, you want to be sure to remove prefixes from your "first name" field before importing.
Step 3-A: Custom Fields. Please note if you have created custom fields. They will be displayed at the bottom of the list and will also include a number. Click here to learn about adding custom fields: https://faq.cliently.com/en/articles/3603709-using-custom-fields-to-expand-your-contact-and-company-information
Step 4: Adding into Cliently. For the final steps of setup, we will cover each option to select for import.
Step 4-A: Update existing Contacts - If you have this option checked, any contact with an email address that already exists in Cliently will be updated with the data from the imported file. This includes their contact fields as well as their company fields. If this option is NOT checked, existing contacts and their associated data will NOT be updated.
Step 4-B: Pipelines and Stages - You can choose which “Pipeline” the contacts will be imported to. By Default, “Pipeline 1” will be selected, however you can select any Pipeline you have inside of your account.
Next, you can assign “Stage”. By default “New Lead” is selected. However, you can change this to any Stage you see fit within your chosen Pipeline.
Please note: If you do NOT have a pipeline or stage selected, you will not be able to import.
Step 4-C: Add Leads to flows?: Next, if you have created and published “flows”, you can assign Contacts to be associated with any flow you have created.
If you plan to use this feature, we HIGHLY recommend you test your flow on a dummy contact (such as yourself) before importing a large batch of contacts and assigning the flow to the contacts. You want to take extra care if you are sending an email as the first item. Check for spelling, spacing, (use of tokens, etc…) By default all new Cliently accounts have a “Sample Flow”. This flow is not designed to be used with importing.
Quick Tip: Your Flow must be enabled/turned on in order to add leads to it and begin your automated engagement. If this is not done, your flow will NOT be visible at the time of import. You will need to close this pop-up, go to your Flows page, turn on your flow, and then refresh your browser. You can then return to the Deals screen and begin this process again.
Step 4-D: Move existing contacts to selected workflow. If you have selected the option above, in Step 4-C, you can choose this option for existing contacts. This means that if a contact with the same email address exists anywhere in your workspace and is currently in a flow, it will move this existing contact to the newly selected flow and enable it. If this option is NOT checked, your existing contacts will remain in their current flow.
Step 5: When would you like your flow actions to Schedule? Schedule Immediately or Schedule on (set a specific start date and time)… If you have selected the option above, in Step 4-C, you can now choose when you want the flow to be queued to start. Would you like for it to be queued Immediately or do you want to choose a specific date and time in the future?
Step 5-A: Schedule Immediately. When choosing this option, you are pushing the the first action of your flow will be scheduled right away. This means that the first action in your flow will be sent as soon as possible, but that the rest of your flow actions will adhere strictly to your preset schedule for that flow. Now click Next for the final step.
Final check. Ignore or adhere to schedule settings. If you wish to continue with the selection to process your first flow action Immediately, you will use the option here to “Ignore schedule and send”. You have now confirmed that the first action (and only the first action) of your flow will NOT abide by your flow’s current schedule. It will now process shortly after selecting the Import button on this screen.
If you wish to use your flow schedule for your first flow action, instead of processing this first flow action right now, you will select the option “Adhere to schedule settings”. You have now confirmed that the first action of your flow will abide by your flow’s current schedule. It will now process at the next available date and time, provided by this flow’s pre-selected calendar settings upon selecting the Import button.
Step 5-B: Schedule on (select a specific start date and time). When choosing this option, your first flow action will NOT queue right away. Instead, it will follow the calendar schedule you have set for this specific flow. For details on setting up your flow schedule, please see STEP 3 - How Cliently Flows work. Click Next for the final step.
Final check. Ignore or adhere to schedule settings. If you wish to continue with the selection to process your first flow action on the specific date and time you have selected, you will use the option here to “Ignore schedule and send”. You have now confirmed that the first action (and only the first action) of your flow will NOT abide by your flow’s current schedule. It will now process on the specific date and time you have selected once you select the Import button on this screen.
If you wish to follow your flow schedule for your first flow action, instead of processing this first flow action on the specific date and time you have selected, you will select the option “Adhere to schedule settings”. You have now confirmed that the first action of your flow will abide by your flow’s current schedule. It will now process at the next available date and time, provided by this flow’s pre-selected calendar settings upon selecting the Import button.
Step 6: Completion notifications. Once the import has been completed, you will receive two types of notifications.
In app message:
Example Email sent to you:
Congratulations, you have successfully imported your CSV into Cliently.
Step 6: Review Contacts. Once the import has completed, you can open the contact deal card and review the “Lead Source” field. This data will inform you of the imported file name and when it was imported. You will also be able to see if this file was updated in Cliently, as the same file can be imported more than once to update contact data as well as flows assigned to your contacts. Additionally, if you have set up the flows to be scheduled, you will see the word “Processing” next to the action that is processing.
Troubleshooting Import via CSV:
Multiple contacts under 1 Company in your CSV?: In order to minimize space taken up by contacts on your Deals page, deal cards are created based on Company name. Any contacts who share a Company Name will be added to the same card. You can manage these individual contacts all from within the one Company Card, via the dropdown arrow.
If you have multiple contacts working for the same Company in your CSV file, those contacts will all bundle into and appear in that one Company’s Card. The contacts will be added in the order they are listed in your CSV file, with the first contact listed being the name that is visible on that Company Card.
Flow Actions - scheduled?: Our system is designed to schedule the emails going out so that they will not push all at the same time. Pushing too many at once has been known to get servers flagged as spam. Depending on how large the file is, the throttling may last for just a few minutes or up to an hour before all of the emails do finally push.
Need Help? If you need any help with importing contacts into Cliently via CSV, please login to your Cliently Account and click on the red “Help/Chat” icon found on the bottom right side of your account.