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June
3

In this episode of Tech Tuesday, Harley Wolfarth demonstrates how to import your existing customer database into the DeltaNET® CRM.

Video Transcription:

Good morning and welcome to another edition of Tech Tuesday presented by Delta Media Group, where we believe that man and ape could have really gotten along, if everyone had just been a little nicer to Caesar from the get go.

So today we are going to go in and take a look at some functionality that we've had in the system for a long time: customer import. What this lets you do is if you're coming onto the system as a new agent or a new user of the DeltaNET, or if you're just using a third party CRM and you want to get your contacts moved into the DeltaNET so you can start using the different email marketing tools and things like that, or customer management tools, you'll want to do a CSV import. So you'll export from your old system as a CSV and import those customers into the DeltaNET.

Now this is functionality we've had for a long time, but I wanted to go ahead and get another Tech Tuesday created to go over it again, as we've added some more functionality to it and some nuances that will help you get your information or your contacts imported more easily and more completely, but there are a couple of little nuances in there that if you know them, it'll kind of help you with that whole process. So first off, in order to get to the customer CSV importer in the DeltaNET, you can see I'm on DeltaNET 6 here, and we have a few different options for how we would get there. So I can either click on our little arrow for CRM here and go down to customer center or likely under CRM, you may have a tile that links you to import export directly.

So if I click on CRM, you can see, I have a tile here for import export. So if I click on that, that will take me through to the import export tool. Or I can just go up here and I can use the DeltaNET quick actions and just type import. And you can see import export comes up as the first option here. Now, if you're on DeltaNET 5, under customers, you'll have a link to customer center and you can see I'm kind of on the customer center page here in the background. And then once you're on the customer center page, there is that import export customers button here in the action section. So you can get to the importer in any one of those ways. So what I've done is I've typed in import, clicked on it in the quick actions, and that's opened up my import export modal here, and I'm going to go with import contacts.

So from here, I have an option to select my file. So I'll go ahead and choose my file. So click on choose, it actually opens up the file selector here. Then I'm just going to select a demo file I have set up, and choose. So that adds my file there. It automatically will classify it as "other CSV file" as its type. And what that means is that I'm going to map the fields and the next step, and I'll go over what that is. But if I were importing a file that I exported from Top Producer or DACNO, or an outlook CSV file, you have these options that will pre map the fields for you. So you would just select which one it came from. And then the system will know which columns in your file should go into the which field in the DeltaNET. So we'll leave this on other, and I'm going to go ahead and click on upload file.

There we go. So then this takes us to our mapping step. So what I'm doing here is the system is looking at the heading row from your CSV to get the name of each column. And then you're determining which column goes into which field in the DeltaNET. So this blue box indicates that whatever I select here will go into the email field in the DeltaNET and the field that it selected was email. Because the column heading in my CSV for that column is email. And then it gives me a sample of some of the data from that column, so I can kind of verify that the right information is going in there. Now you can also see as you go through this, that the system looked at the headings and it kind of picked some common heading labels so that it could map some of the fields for me.

And it usually does a pretty good job in picking up most of these for you, as long as the column headings in your CSV or something pretty predictable. So mine was first name, so it knew that that was first name. Last name, knew that it was last name. And in each case, it puts that preview down there. So we can just go down the line and you can see each of these already set up. I don't have any addresses. All it's doing is looking at the first five rows of my CSV. So none of the first five contacts in that CSV have addresses entered, and that's why all these are blank. But we know that we put the addresses in the column with address one as the heading, so we know that's going to match up. So that's all you do here. You just go down here and you make sure that what is selected here is what should actually go in this field. Now, as we go down, they're going to be some kind of specialty fields in here also. So we'll work our way down here.

Here we are. Now the first kind of special field is notes. So you can see that it just grabs the notes. It's not going to really maintain formatting there. It's just going to grab the notes however it is they're entered for that customer and drop them into this field for that customer and create a new note for them. We allow multiple notes for customers in the system, but as an import, this system doesn't have a good way of picking up one note to the next. So that's why it will kind of drop them all in as one block there for that customer.

As we keep moving along, you can see that it can also pick up spouse name and email. So if you have that in your CSV, have that specified in your CSV, it'll actually create a spouse record. So it doesn't just add a spouse name to that customer record. It actually creates kind of a linked family record for that spouse. And that gives you some more ability as far as allowing you to set those up so that they can be copied on emails and things like that. So know that that is part of the import, but just like the rest of the fields, you would just select your spouse from here. So if you did have a spouse column in your CSV, you'd be able to select it here. You can see, I do have spouse there that it didn't pick up.

So there we are. So that'll fill in with spouse names. I don't have a spouse email field, but if I did, I'd be able to select that. So it would be able to associate those. And now the really interesting fields that we've added to this system are groups and labels. What's interesting about these is that it's kind of a one to many relationship. So you can have one customer that's in really any number of groups. So let's say I have one customer that's in five different groups. In order for the system to be able to handle that and put the customer in the correct groups during the import process, it needs to have something that separates each group names. It needs to know that there are multiple groups there, even though there's just one group field for that customer. So the way it does that is by putting some kind of delimiter between each group name.

So what that means. So we take a look here, it says, this should be a comma or a pipe delimited list of group names. If a pipe is found, it will override the common delimiter. So what that means is ideally, for each customer record you have in your CSV file, you'll want to have one field that has all of the group names that that customer should be in. Each of those group names should be separated by a pipe or a comma within that field. And then the system is going to know that each of those things are separate groups. So if those groups don't exist, the system will create them. And then it'll put that customer in each of those groups. So that's how that's built to work. Now, the pipe, if you don't know where a pipe is, is the backslash key.

So if you hold down shift and hit the backslash key, that'll make a pipe, it's just a straight up and down line. But that's how you want to separate your group names for each customer to make sure that that customer goes into all the correct groups when they're imported.

Now, the next piece here is labels. That works exactly the same way. So you can have multiple labels attached to a single customer. Like you could say, you could have a label that says prospect and a label that says buying. So, you know they're interested in buying and you know that they're a prospect, the labels would be delimited the same way. Now kind of the key for this field is that the labels are what is used for the sales pipeline interface in the DeltaNET. So it makes sense to be able to import those to just save you time, so you don't have to import your customers and then go back through to add them to their pipeline phases, if you already have those setup, but it works in exactly the same way. So for every customer, you would have a labels column. And then within the field for that customer in the labels column, you would have each of the labels they should be attached to separated by those pipes.

So there you go. So now the next thing you can do once you have all your fields all labeled out and you have everything mapped is you can choose a single group that the entire import will go into also, and this could be nice, even if you're already separating them into groups here, you could use this in addition to that to add them all to this new group also, and this group could just indicate where the import came from or when you did the import, something like that. So I can click here and I can select from my existing groups, or I can click on a new group and I can put in a new group and I would say customer import, and then put the date in here. And then that could be my group name. So when I do the import, it's going to push them all into this specific group, in addition to breaking them into the groups that I've specified here, if I have a groups column in this import at all.

So there you go. So once you have this all set up, you've basically done all the configuration for your import. So now you have the choice of hitting save and process later, or save and process now. The difference is process now will immediately start running the import, whereas process later will let you kind of go out and do some of the things, and then you can come back and make changes to it before you run the import if you want. So if, for example, you're not sure about one of these fields, you could go save and process later, there we go.

And then you could go and check your fields out and then come back here and you can see that my most recent import, here we are. So this is the one I just set up. Right now it's set to not ready and I can go over here to actions and I can click modify to go in and make changes to it. I can click delete if I want to just scrap it and start over, or I click set as ready and then that basically initiates the import. So here we are. This is our last one. Now just as a reminder, this is just the customer import page. So when I go up here and I type in import, or if I go to the customer center and click on import export, this is the page it takes me to. So now we'll go down here and I'll say set as ready.

There we go. So it's set my import as ready and you can see it has a little progress bar down there. So what it's going to do is the system is going to process it in turn. And then when it is all processed and ready to go, it'll run the import, and then all those customers will be in my database. And there we go. Usually it's pretty quick like that, but it's going to depend on how many customers you have. This one was just 102, it showed us the count there before we even did the import. But if this were a thousand or 5,000 or something like that, it might take a little time.

So there you go, that is how you can do a customer import through the DeltaNET. Now you also have the ability to go back in here and delete these, but it doesn't delete the import, this just deletes from the interface here. So it doesn't actually remove these customers, it'll just take them out of this list. Now, if you did want to remove these customers, I can go over here and I can open my import export stuff up again. So I'm just going to type in import and there's our import export. There we go. Now you can see, we have an additional option here for delete import. So if anything did go wrong with my import, I could go here, click on delete imports. And then you can see all of my recent imports are laid out here. I would just select the one I want to get rid of. And I would click delete selected important. Now you can see, even though it was 102, it only shows five customers imported on the one that it just did. The reason for that is because many of those customers were already in the system.

So this question does come up a lot. If you already have, now it's differentiating by email address, so if you already have a customer account in the DeltaNET that has the same email address is one you're trying to import, the system won't create a duplicate. It'll see that that exists already, and it will move it to the groups if you specified a group on that import, but it won't actually import a second record for that customer. So only five were imported because only five weren't duplicates in this case. But you would just select it, click delete selected import, and there you go. It puts them in queue for deletion, and then they will be gone here soon.

Again, that depends on how many we're dealing with. If there are thousands, it may take a little while. If there are hundreds, probably will be done pretty quickly. So there you go. That is the customer import process, along with how you can delete imports through the DeltaNET. As always, if you have any questions, comments, concerns, feel free to send an email into support@deltagroup.com or give us a call and we'll go ahead and walk you through anything you need. Thanks a lot for joining me and I will see you again next week.

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