An original resource by Waseet Mahyudin
CRM import preparation: organize contacts before uploading
Map spreadsheet fields, review duplicates and preserve unknowns before a CRM import. Includes a field-mapping template, exception register and review checklist.
Free to reuse for your own work. No signup or file upload needed.
Who this helps
For small teams with contact spreadsheets or research lists that need to be prepared for a CRM.
A reviewed import package with explicit field mappings, decisions and approval boundaries.
1. Inspect the destination requirements
A tidy CSV is not automatically compatible with your CRM. The destination's field types, required values and matching rules determine the preparation work.
- Identify the exact CRM, object type and supported import format using its current import instructions.
- Confirm required columns, allowed stage names, owner identifiers, date formats and how blank values are handled.
- Agree whether the operation creates records, updates existing records or both; document the matching key.
- Keep the source file unchanged and confirm the data is authorized for the intended use.
2. Map fields without losing meaning
Make every transformation explicit. Combining a research list with existing contacts needs a clear distinction between supplied facts, classifications and unresolved information.
- Map each source column to a destination field, with type, allowed values and transformation rule.
- Preserve stable source IDs, leading zeros and source references where the destination supports them.
- Separate organizations from people when the CRM uses different objects; define the relationship key.
- Keep unknown emails or contact details unresolved. Do not invent values to satisfy a required column.
3. Review duplicates and exceptions
A duplicate policy protects against both repeated records and accidental merges. Similar names are candidates for review, not automatic proof of identity.
- Define exact-match and possible-match rules separately, including how conflicting values are handled.
- Record source IDs for merges and exclusions; reconcile input rows with prepared and excluded records.
- Put invalid or missing required fields into an exception register with a next action and reviewer.
- Review a representative sample of updates and new records, including blank values and unusual characters.
4. Test the package and request approval
Preparation and a live import are separate scopes. Agree who owns the destination change and how to recover if the result differs from expectations.
- Deliver the CSV or workbook, field map, duplicate decisions, exceptions and a short readme.
- Reopen the export to check encoding, delimiters, line breaks, dates and formula-like text.
- Where an import is separately agreed, have an authorized owner approve the backup, small test batch and recovery approach first.
- Review the import report against the expected record count and inspect resulting fields before proceeding to a full batch.
Make the columns understandable
Field definitions
Adapt these definitions to the brief. All examples below are illustrative.
- Destination field
CRM field name, object and accepted type or values.
Example: Company → organization name · text.
- Matching key
Approved identifier for deciding create versus update.
Example: Existing CRM record ID supplied by the owner.
- Blank-value rule
Whether an empty input should preserve, clear or block a destination value.
Example: Missing email remains unresolved; do not overwrite an existing value without agreement.
- Import status
Preparation and authorization recorded separately.
Example: Prepared for review; live import not approved.
Illustrative decision / not a client result
A decision in practice
Illustrative situation: two rows share a company name but have different contact names and email addresses.
Action
Keep the contacts separate and review how each should link to the organization.
Reason
A company match does not make two people the same contact.
Follow-up
Confirm the CRM object relationships and approved matching key before preparing the import.
Acceptance checklist
Use these as review questions. A checkbox only means something after the work behind it has been checked.
- The target CRM requirements and import operation are documented.
- Each output field has an agreed mapping and blank-value rule.
- Merges, exclusions and unresolved records can be traced to source rows.
- The prepared export has been reopened and checked.
- Live import approval, test scope and recovery responsibilities are explicit.
What this does not establish
This checklist does not perform a live import or guarantee compatibility with every CRM. Destination setup, integrations, outreach and permission changes require a separate agreed scope. Preserve unknown information and obtain approval before changing live records.
Try a related demonstration
Inspect the approach in an original interactive project. It uses synthetic data and is not a record of paid client work.
CRM follow-up boardPut the brief to work
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