Data Import - File Format Guidelines

Overview

Records intended for import via Data Import must follow specific formatting guidelines to ensure proper processing.

File Format

The system accepts files in comma-separated values (CSV) format with the .csv extension. Most contact management programs including ACT, Goldmine, and MS Outlook can export to this format. Files in Excel (.xls) format can be converted using Excel's Save As function.

Data Format Requirements

Column Headings:

Column headings greatly enhance the accuracy of data mapping. It is highly recommended (but not required) that column headings be included in all import files.

Name Fields:

Last Name and First Name must be separate columns. A Greeting column is recommended for salutations in correspondence templates.

Address Fields:

Addresses cannot be single blocks but must be divided into Street (up to three lines), City, State, ZIP Code, and Country.

ZIP Codes:

All codes must follow consistent formatting—either five digits (91344) or nine digits with hyphen (91344-3027). Excel formatting should preserve leading zeros.

Phone Numbers:

U.S. and Canadian numbers should use parentheses or hyphens for area codes, with extensions separated by hyphens, pound signs, or "x" designations.

Dates:

All date fields must follow identical formatting with four-digit years recommended to ensure accuracy.

Custom Fields:

Custom field labels must exist in SmartOffice before importing.

Business Data:

Business information can be included on the same row as contact data but should be in separate import files if stored as distinct records.

Currency:

Currency values must exclude dollar signs and commas.

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