Import, export and clean up contacts

Before you import

Email identifies each contact. A new contact must have an email address. When an imported email matches a contact, the import updates that contact. It does not make a second contact.

Make the tags and custom fields before you import. An import can't make them. To import, you need the Bulk changes permission in CRM.

Import a CSV or JSON file

You can close the window after the upload. The import continues. Its results are in More actions → View import history. Select Download row report to see the result of each row.

What the import does:

• A row whose email or source ID matches a contact updates that contact.
• A blank value in a mapped column clears that field.
• Tags are added to the contact's tags. They do not replace them. Separate tags with semicolons.
• Unsubscribes and list history stay as they are.
• A row without an email can't make a new contact. The row report shows it as an error.

An import never sends email and never starts an automation.

Import contacts from a photo or a PDF

Use this for a sign-in sheet from an open house, a printed list or a business card.

1. Open Contacts. In More actions, select Import from Image.
2. Select Upload picture or PDF. On a phone, you can select Take a picture. Add up to 10 files: JPG, PNG, HEIC or PDF, each 10 MB or less. Then select Read contacts.
3. Each contact that Berchtold finds shows in a table with its status. Select Edit to correct the details. Clear Include for a contact that you do not want. Show Needs review to see only the contacts with unclear or missing details. Each contact needs an email.
4. Select the import button, for example Import 12 contacts. Results shows how many contacts were created, skipped or failed. Select Retry failed records to try the failed ones again.

This import only makes new contacts. When an email is already in the CRM, that contact is skipped. It does not change. Importing does not send email or subscribe anyone to a list.

Export contacts

Open Contacts. In More actions, select Export contacts…. Choose:

• Contacts to export: the selected contacts, the current search or segment, or all contacts.
• Record status: active, archived or both.
• File format: CSV or JSON.

Select Download export. You need the Export permission in CRM.

Merge two contacts

1. On the Contacts list, select the two contacts. In Bulk actions, select Merge these 2 contacts….
2. Choose the Surviving contact. For each field that is different, choose which value to keep.
3. Select the checkbox that confirms the merge. Then select Confirm merge.

The surviving contact keeps the deals, accounts, tags, notes and task history of both contacts. An unsubscribe on either contact stays. The other contact is archived. To merge, you need the Bulk changes, Edit and Delete permissions.

Change many contacts at once

Select contacts on the Contacts list. To select every contact that matches your search, select Select all. Then open Bulk actions:

• Add tag… and Remove tag…
• Assign owner…
• Update custom field…. A blank value clears the field.
• Subscribe to a list…. Say how the people agreed. This needs Email.
• Archive… and Restore…

Select the apply button, for example Apply to 40 contacts. Select Download bulk report to see the result for each contact.

Fix bad values with Contact health

Open Contacts → Contact health and select Check contacts. The page lists:

• import values that did not map to a field;
• invalid primary emails;
• missing names, and contacts with no email or phone;
• values in the wrong format, for example a phone number or a postal code.

Select Review on an issue. Then save a correction or archive the old value. You can also keep the value as it is and select Mark reviewed. Resolution history shows past decisions.

A contact with import values to review shows a link to Open Contact Health.