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 “My Clients” 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.
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.
Step 1: Find Import. Under My Clients, 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 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 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 a flow?: Next, if you have set up “flows”, you can assign Contacts to be associated with any flows you have created. If you plan to use this feature, we suggest you test your flow on a dummy contact (such as yourself) and make sure all emails are sent.
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 My Clients screen and begin this process again.
Step 4-D: Move existing contacts to selected workflow. If you've selected the option above, in Step 4-C, you can choose this option for existing contacts. If a contact with the same email address exists and is in a workflow, it will move the contact to the newly selected workflow and enable it. If this option is NOT checked, existing contacts will remain in their current workflow.
Step 4-E: Start Immediately or Start on… If you've selected the option above, in Step 4-C, you can choose when you want the flow to begin. Keep in mind that your flow MUST be turned on in order to see it and use it during this process. Do you want to start Immediately or do you want to choose a specific date and time?
Immediately - Choosing this option will send out the first action in your flow and the following will use your schedule for your flow settings.
Start on (future) - Choosing this option will NOT send out the first action in your flow, it will follow your schedule you set for your flow.
Please see STEP 3 - Schedule on our Flows FAQ for details on your setting up your flow schedule.
Please note: If you plan on adding flows to your contacts to send out emails/video messages, we suggest that you only import 50 contacts at one time to reduce the risk of your account being flagged as spam.
Once you are ready, click on the blue IMPORT button 1 TIME ONLY to start the import.
Step 5: 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 been completed, you can open the contact and review the “Lead Source” field to let you know which file was used and when it was imported into Cliently. If the contact was updated, it will let you know which CSV file was used and when it was updated.
Troubleshooting Import via CSV:
Multiple contacts under 1 Company in your CSV?: In order to minimize space taken up by contacts on your My Clients 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 - Throttled?: Our system is designed to throttle 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.