Importing data is a crucial part of setting up and managing your system. Whether you're migrating data from other tools, or simply updating records, the ability to import information efficiently can save hours of work.
In this article, we’ll walk you through our newly improved Data Import feature—designed to make your experience smoother, faster, and much more intuitive.
Previously, users were required to download a system-generated template to import data. This often meant copying and pasting your information into a fixed format, which could be time-consuming and prone to errors.
Now, with our latest update, you no longer need to work with a downloaded template. Instead, you can directly upload your own Excel or CSV file, map the fields, and import the data with ease.
No Template Required: Use your own file—no need to reformat your data.
File Preview with Header Selection: Review your data before import begins.
Flexible Field Mapping: Match your sheet’s columns with system and custom fields.
In-Sheet Error Highlighting: Instantly see where issues are and correct them.
Quick and Easy Error Identification: Detect and understand errors at a glance.
How It Works: Step-by-Step
Step 1: Access Data Import
Navigate to the top info bar, select Settings, and then choose Data Import from the list.
Step 2: Select the "Contact" Tab
Under Data Import, click on the Contact tab.
Note: You can upload both Leads and Prospects through the Contact tab.
To learn more about leads and prospects, follow the following link: https://support.agentcis.com/en/articles/32-understanding-contacts
Step 3: Start a New Import
Click on New Import Contacts to start the advanced import process, then select the Import Contacts tab.
Step 4: Upload Your Excel or CSV File
Start by uploading your existing Excel or CSV file, drag and drop the file or browse. There’s no need to modify the file before uploading.
Note:
Supported File Formats:
Excel (.xlsx)
CSV (.csv)
Important Limits:
Maximum records: 100,000
Maximum file size: 20 MB
Step 5: Preview the File
Once you upload your file, the system will show a preview of the first five records from your sheet. This helps you quickly confirm that you've selected the correct file.
You’ll also see details such as the total number of rows and columns in the uploaded file.
Once done click on “Lets Map Fields” to proceed with mapping the sheet data with system fields.
Step 3: Map the Fields
The system will recognize your column headers and guide you to map each column to the correct field. This step allows you to match each column from your uploaded file with the appropriate field in the system.
Note:
There are two types of fields you can map your data to:
System Fields: These are default fields that are already available in the platform. They include commonly used information like First Name, Email Address, Phone Number, Date of Birth, and more. These fields are built into the system and cannot be changed or removed.
Custom Fields: Every agency has a unique workflow and information-gathering process. Predefined form fields may not always be sufficient, which is why custom fields allow you to add sections tailored to your needs. For example, you might create custom field like Occupation or Job Title, Citizenship Status to track details relevant to your process.
Learn more about Custom Fields and the different types available in Agentcis.
Accurate field mapping is crucial—it ensures that your data is organized correctly and functions properly across the system.
Please Note: First Name and Last Name is Mandatory
Once you complete mapping the fields, click on “Lets Validate Data” to proceed with validating the data.
Step 4: Assign Default Values
A pop up appears, If you want to add default value click on add default values otherwise click on skip for now.
Assigning Default Values is especially useful when you want to apply the same value—such as a specific Branch, Status, or Assigned Counselor—to all contacts in the file. It helps reduce repetitive entries and ensures consistency across imported records.
Select the Agentcis fields for which you want to set a default value, then enter the default values on the right side.
Note: If you want to add default values to multiple system field you can click on Add values.
Step 5: Validate and Review Errors
Once your fields are mapped, the system will validate the data. If there are any issues—such as missing required fields or incorrect formats—they will be highlighted directly in the file preview.
This makes it easy to identify exactly where the errors are, without having to read long error messages or search manually.
Note: After validating your data, you can enable the toggle “Show Only Rows with Errors” located at the top right corner of the page.
This feature will filter and display only the rows with issues, making it much faster and easier for you to identify the errors.
Step 6: Edit and Import
You can make corrections directly within your original file, based on the highlighted errors. This makes the process quick, efficient, and user-friendly, especially when working with large datasets.
Step 7: Finalize the Import
Click on Lets Finalize Import once you finalize the data import.
Step 8: You will be redirected to the summary of the import. A summary report will show:
Total rows
Rows without errors
Rows with errors
Validation issues
Note:
Email is the primary identifier in Agentcis, while phone numbers are secondary, If an email already exists, you can choose to update the existing contact’s data or skip the update.
Only error-free rows will be imported.
Step 9: Download the error log by selecting the download option with in the summary table for any rejected rows and re-import them later after fixing.
Downloading the error log from the summary table lets you quickly see which rows failed and why. This helps you correct the mistakes easily and re-import only the rejected data. It saves time, ensures all contacts are imported accurately, and keeps your database clean and reliable.
Step 10: Once you are finalize the import, click on “Import - rows” to proceed with the import.
After completing a bulk contact import, it’s important to review the import report to ensure everything has been processed correctly. The report provides a detailed overview, offering key information such as:
Import ID: A unique identifier for each import session.
Date and Time: When the import was performed.
Imported By: The user who executed the import.
Status: The current status of the import, indicating whether it was successful completed(the import has successfully been completed), in progress(the import is still in progress) or failed(the import has failed due to some errors).
Step 1: To view the report, click on Data Import from the side navigation bar, then select Add New Import and choose Contact.
Step 2: To view more details, you can simply click on the Import ID or select "View Details."
This will open a detailed view that includes logs of the import process, highlighting any errors, warnings, or important notes. Reviewing these logs is crucial for identifying any rows that may need corrections and re-importing.
Additionally, you have the option to "View File" to access the original file that was uploaded during the import. This feature makes it easy to cross-check your data and verify the information you imported.
By regularly reviewing the import report and logs, you ensure a cleaner, more accurate database and quickly address any issues that may arise during the import process.
