Importing Companies and Contacts into Productive is a straightforward process, but it requires some attention to detail.
When importing them into Productive, it's important to note that each email address must be unique within Productive. Duplicate email addresses are not allowed, ensuring data integrity and preventing confusion within your system.
Pro tip: When importing Contacts, pay close attention to the encoding of the CSV file. Using UTF-8 encoding is recommended to avoid issues with special characters, ensuring that all data is accurately imported into Productive.
How to Import Companies and Contacts
Companies
To get started, download and fill out the "Companies" CSV template with your data:
Navigate to Settings > Data import.
Select "Download .csv templates" and download the "Companies" CSV template.
The file you download will contain several columns (only the company name is obligatory!):
Company name | The name of your client's company. |
Due Days | Set the due date for invoices issued to the client company. |
Address | Client company's address. |
City | Client company's city. |
State | Client company's state. |
Country | Client company's country. |
Zipcode | Client company's zipcode. |
Phone | Contact number for the client company. |
Email address of the client company (or its primary contact). | |
Website | URL leading to the client's website or LinkedIn. |
VAT | Tax Identification Number for the client company. |
Company code | Unique code used for invoice formatting purposes. |
Contacts
Similarly, to import contacts, download the "Contacts" CSV template.
The file will contain the following columns:
Company | The name of the company the client/contact works for. |
First name | Client's/contact's first name. |
Last Name | Client's/contact's last name/surname. |
Client's/contact's email address. | |
Title | Client's/contact's job title. |
Phone | Client's/contact's office or landline phone number. |
Mobile | Client's/contact's mobile phone number. |
Uploading the Template and Fixing Errors
After completing the template, upload it:
1. Drag and drop the filled template into the upload box or manually upload it.
2. Productive will automatically check for errors. Any identified errors will be marked with a warning symbol (⚠️), which you can hover over to pinpoint specific problem areas.
3. You can edit data directly within the import popup to fix errors without saving and re-uploading the CSV file.
After making edits, select "Check for errors" to ensure a smooth import process.
Completing the Import
Once all errors have been resolved, proceed with the import by clicking "Proceed to import" and then "Import" on the subsequent screen.
After successful upload, review the imported data in CRM > Contacts or CRM > Companies and make any necessary adjustments to contact or company profiles.
Useful Tips
Do not delete or remove any columns from the CSV file template. If certain fields are not applicable, simply leave those columns empty without deleting them. Maintaining the integrity of the template structure ensures smooth data import processes!
Take advantage of the inline editing feature to fix any errors in the imported file efficiently.
