Import Contacts

Importing contacts in BoldSales helps keep your contact database accurate and up to date. This guide explains how to upload files, map data fields, and choose between adding new contacts or updating existing ones. It also includes file requirements, permissions, and steps to track import status.

Use cases

Cleaning outdated data

If you have corrected phone numbers, email addresses, or job titles in an external file, importing those updates helps keep your CRM accurate and saves time.

Migrating from another CRM

When switching from another CRM platform, you can import all your existing contacts and leads to maintain continuity and avoid manual entry.

Updating subscription preferences

When customers update their communication preferences (e.g., opting in for newsletters), you can bulk update these fields via import instead of editing each record manually.

Access the contacts module

You can access the Contacts module using any of the following ways:

• Using keyboard shortcut G + C.
• Go to Contacts from the left sidebar.

Importing contacts

You can navigate to the Import Contacts page using any of the following options:

• From the Contacts page, click the dropdown next to the + Contact button at the top‑right of the Contacts page and select Import Contacts from the menu.

• Alternatively, go to Setup > Data Management > Import. Click Import at the top‑right and select Contacts from the menu.

This process includes two steps Upload File and Data Mapping.

Uploading the file

Import name: Enter a descriptive name for this import. If no name is given, the uploaded file name will be taken.

Upload file: Select Click to upload and select a file from your device.

The file must meet the following criteria:

• Supported formats: .xlsx, .csv
• File size must be 20MB or less.
• Maximum rows: 5,000

You can use Download sample file to see the recommended structure.

Choosing whether to add new contacts or update the existing contacts

After uploading your file, choose how BoldSales should process the data in your file. It offers two modes:

Add contacts

• Use this option to add new contacts that do not exist in BoldSales.
• To avoid importing duplicate contacts, select a field under Skip Contacts that match existing records by (e.g., Email addresses or Record ID). This option skips any row where the chosen field’s value already exists in BoldSales.

Update existing contacts

• Use this option to modify existing records with the updated information in your file. This is useful when importing revised record details, such as updated addresses, phone numbers, etc.
• You must select a field under Match existing records by before proceeding to data mapping. This ensures the system correctly identifies which records should be updated.

Understanding record ID

Record ID is a unique identifier automatically assigned to every contact in BoldSales. It helps the system accurately find the exact record you want to update during an import. Record ids are system-generated and are not meant to be edited.

Use record id when:

• You’re updating existing contacts and want precise matching.
• You want to skip duplicates with maximum accuracy.

Data mapping

• After uploading your file and choosing whether to add or update the contacts, click Next or select the Data Mapping tab to open the mapping interface.
• BoldSales displays your file’s columns under Column in file and automatically attempts to auto-map them to BoldSales fields if the texts match. However, it is recommended reviewing each mapping carefully before proceeding.

To make repeated imports easier, BoldSales automatically remembers your column-to-field mappings from your earlier imports. When you upload another file with the same column headers, the system will auto-map those columns to the same BoldSales fields you used previously. This helps reduce manual work and prevents mapping mistakes. You can still review and adjust the mappings before completing the import.

• To manually map a column, use the dropdown under Contact field and select the correct field. During data mapping, each BoldSales field can be mapped to only one column in your file. If you try to map the same field again, BoldSales shows a message such as ‘Field already mapped. Select a different field,’ because that field has already been used and cannot be mapped more than once.
• If the required field is not listed in the dropdown, click Add field to create a custom field. In the Add field drawer, enter the field name, API name, and field type.
• After the import, you can open the field in Setup > Modules and Fields > Contacts to configure any remaining settings such as adding conditional logic, setting a controlling field, showing or hiding the field in the create form, or marking it as required.
• Similarly, fields with selectable options, such as lifecycle stage, are automatically mapped when the options in your file exactly match the system options. If they do not match, an error will appear under the respective mapping row. Click View details to manually map the options correctly in the drawer that opens.
• If the options in your file do not exactly match the existing selectable options in BoldSales, you can either update the values in your file to match or click Add option in the mapping dropdown to create new selectable values and map them.
• To exclude a column from import, turn off Import this column.
• If columns are left unmapped, BoldSales will ask if you want to skip them and proceed with the import.
• If a field was selected for skipping duplicates or updating existing contacts in the previous step, it is mandatory to include and map that field during import.
• Ensure at least one mandatory contact field (Email address, first name, or last name) is mapped for the import to proceed.

At the bottom of the Map Your File Columns To Contact Fields section, you’ll see the Show sample data for all fields option and when you enable this checkbox, you can preview sample values from your columns, and a summary showing Total columns, Mapped, Unmapped, and Excluded.

• Once validations are completed, click Import. If there are no issues, you’ll be redirected to a page where you can track the status of your import.

Mapping lookup fields

Some fields in contacts such as Company and Owner.

The companies field support multiple values, which can be entered using commas. The company will be treated as primary.

How lookup matching works

• For companies fields, enter the company name exactly as it appears in the company module. For Owner fields, enter the owner’s email address, which must match an existing user in the system.
• All referenced records must already exist in the system before the import. The system does not auto-create missing companies or owners.

If even one lookup value does not match an existing record, the entire row will be skipped.

View import status

• After clicking Import, you are taken to the Import listing page.

• This page displays all your past imports along with their status and a summary of the processed records:
  Total records – The total number of rows in your uploaded file.

  New records – Contacts that are added because they didn’t already exist.

  Updated records – Existing contacts that are found and updated.

  Skipped records – Rows that are not imported due to duplicates or validation issues.

• Use this page to monitor the status of your imports and verify the results.

• Click the import name to open the detailed view for that import. If you navigate to the import status page while the import is still running, you’ll see an Import in progress message.

• The details page shows the number of new records added, the number of updated records, and the number of skipped records (if any), along with the reasons for skipping.

If your import fails, open the import details to review the error messages and understand what caused the issue. Fix the problems in your file or in BoldSales (such as correcting data, adding missing records, or updating field values), and then upload the file again to re-run the import.

Frequently asked questions (FAQs)

Can I undo an import?

No, you cannot undo an import in BoldSales once it has been completed.