Import Leads From XLS, XLSX and ODS files

To add a new lead list (or simply update an existing list in the platform) you simply have to upload a file of the following three types: XLS, XLSX or ODS.

Click on “Leads” in the menu on the left. You will first see a page with two sections describing the most important aspects for this type of procedure. The first section holds the general rules, while the second section describes some specific rules for certain types of fields. Here are the three general rules that must be followed to start the procedure:

  • There must be an Email field. Duplicate or empty emails are not allowed.
  • Mandatory fields in your platform must also be present in your file. You will find a “click here” link which will allow you to see the list of required fields.
  • Check that if you open your file with Excel (or other programs), no popup errors appear.

Once you have taken these rules into consideration, you can use the appropriate button to move on to the next step of the procedure.

Upload the file

The first real step of this procedure allows you to choose the file that you want to upload to the AltosMail platform. In this step it is important to remember that only the first sheet of the file will be considered, so if the file holds several sheets it’s important to move the sheet that you wish to import in the first position of the file.

Once you have checked that all the important changes have been made accordingly, just browse for you file and click on “Upload” to import it.

Match type and Delete field

This step allows you to choose whether you wish to match the leads through their “Email” or their “ID” fields. It also allows you to implement the “Delete field” which allows you to select the leads that must be deleted during the process. To select the leads that you wish to delete just type in “1” in the field, and type in “0” for the leads that you DON’T want to delete.

Match the fields

At this point you can match all the fields in the new file, with the fields in the platform, so that all the new data is stored properly. Initially AltosMail will make an automatic link between all the fields that have the same name on both the platform and the file.

On the left there is a section named “Groups” where you can choose the group of fields that have to be matched, while on top there is a box called “Owner of the lead”. This box allows you to choose between two options:

  • Automatically set the list’s owner for all the leads uploaded: This function is only applied to the new leads imported, leaving the previous owner to all the leads that only get updated.
  • Match a field in the file that represents the owner with the owner field in the platform: This function is applied during both the upload and the update. Each record must have an owner specified and the owner must already exist in the platform (Username).

In the top left corner there is a box which allows you to upload a previously saved setting, so that all the field names found in the file will be matched with the same ones found in the platform.

WARNING: Changing the name of a field in the platform, or the name of a column in the file, will result in a missing match. If you notice that a field in the file does not exist in the platform, you can simply click on the appropriate button to create a new custom field and add it to the platform.

Once you have chosen the desired setup, you can simply click on “upload”. If instead you want to cancel the procedure, just click on “Cancel”.

Once you are done matching the fields you can click on the botton to procede and move to the next step. Before getting to the last step however, you are given the possibility to save this new field matching set up. Just type in a new name for this set up if you wish to save it, otherwise leave it blank and move on.

Errors

Should the platform find any errors during the process, you will find a list of with all the errors and their details, with the name, description and suggestions on how to solve it.

At this point, to upload the file again, you don’t need to start the procedure all over again. You can just fix the errors mentioned and use the appropriate block on this page to select the file again and upload it. You must be careful at this point not to change the names of the columns, or move/add/cancel them because in this case you will receive another error message and you will have to start over from the beginning.

Upload and finish the operation

This last page only allows you to cancel the import, while a counter allows you to see how many records are being uploaded. It’s a very fast process with an average of 30.000 records uploaded every 3 minutes.

Once the import is finished you will see a screen with a general summary of the procedure. At this point you can choose to launch a Data Quality survey by clicking on the appropriate button, and even download a detailed report of the procedure, showing each record and if it has been added, updated or cancelled.

Should you go over the maximum number of leads allowed by your contract, you will see a message on top specifying exactly how many leads were actually uploaded. In any case you can update as many leads as you like because the limit is set only by the number of new leads created. Finally the user will also receive an email in his inbox with an attachment including all the details of the operation.