# CRM import preparation: organize contacts before uploading

An original reusable resource by Waseet Mahyudin. Adapt it to your agreed project scope.
All bracketed entries are placeholders; decision examples are illustrative, not client results.

Map spreadsheet fields, review duplicates and preserve unknowns before a CRM import. Includes a field-mapping template, exception register and review checklist.

## Who this is for

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.

## Field definitions

### 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 log

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

- [ ] 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.

## Limitations

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.

## CRM import brief

- Destination CRM / object / current import instructions: [ ]
- Operation: [Create / update / both]
- Authorized data owner and import operator: [ ]
- Source file / version / row count: [ ]
- Matching key and duplicate policy: [ ]

| Source column | Destination field | Type / allowed values | Transformation | Blank-value rule |
| --- | --- | --- | --- | --- |
| [ ] | [ ] | [ ] | [ ] | [ ] |

## Exceptions

| Source IDs | Issue | Proposed action | Reviewer | Status |
| --- | --- | --- | --- | --- |
| [ ] | [ ] | [ ] | [ ] | [Unresolved] |

## Pre-import review

- Prepared, merged and excluded row reconciliation: [ ]
- Export opened and checked: [ ]
- Backup and recovery approach, if import is agreed: [ ]
- Approved test batch and expected results: [ ]
- Test results / discrepancies: [ ]
- Live import approval: [Not approved / owner, date and exact scope]

Reuse this template for your own work. Keep source references and uncertainties visible; do not treat unchecked boxes as completed checks.