Precautions need to do while doing Data Import.

Precautions need to do while doing Data Import.


Permission

Make sure you have the access and privilege to Import data. If you do not have the privilege, the Import link will be hidden in your User interface.

File Format

The supported formats are Excel (XLS, XLSX), Comma Separated Value (CSV) and Business Card or vCard Format (VCF). All file attachments should be separated from the data.
Unexpected errors may occur if the XLS/XLSX files contain any special controls such as combo filters or images embedded in it.
Characters not allowed
Any data for the file to be imported should not contain the following characters:
  • Double quotation marks(") - use only as a field delimiter
  • Vertical bar (|)
  • Angle brackets (<>)

Mandatory Fields

The required (mandatory) fields must contain a value. Make sure you do not leave the mandatory fields blank, in the import file. For instance, when you are importing account information, each account record must include an Account Name. Please note that you cannot proceed to the next step without mapping the mandatory fields.

Checkbox Data

Make sure that the data you plan to import from Boolean or checkbox fields contain values that will properly convert during the import process.
Imported data from Boolean and checkbox fields are converted as follows:
  • If checkbox is selected - True or 1
  • If checkbox is not selected - False or 0
All data values displayed in the drop-down lists must exist in the corresponding Zoho CRM fields.
For instance, if you plan to import account information that contains a value for the industry type drop-down list, before you import the account information, make sure all the industry values in the source file already appear in the drop-down list. If the values do not exist, you must either change the values in the source file to match the existing values in Zoho CRM or have your administrator add the new values.
If values are not added in the drop-down list, data can still be imported. After importing, in case you change the value for the field, you cannot change it back to the old one as it will not be available on the list.

Field Names

Make sure the first row of data (records) in the source file contains the column headings or field names rather than the actual data values. These heading field name values help identify the data when you map the new data to the existing fields in Zoho CRM.

Blank rows in the import file

More than 10 blank rows in the file might indicate the end of the file. Data after the blank rows will be ignored during import. Make sure not to leave blank rows in between.

File Size

Make sure the file size does not exceed the limit:
CSV files - Enterprise - 25 MB, Professional and Standard - 10 MB, Free - 5 MB.
VCF files - 5 MB for all editions.
Modules
Mandatory Fields
Modules
Mandatory Fields
Leads
  • Last Name
Cases
  • Case Origin
  • Subject
  • Status
Accounts
  • Account Name
Solutions
  • Solution Title
Contacts
  • Last Name
Price Books
  • Price Book Name
Deals
  • Deal Name
  • Stage
  • Closing Date
Products
  • Product Name

The modules along with their Zoho-defined mandatory fields are mentioned in the table below. Please make sure to map these fields when you import. There may be other mandatory fields too in each module, but you can always customize and mark the fields as nonmandatory if required.

Import Limits

If the import file is in XLS, XLSX or VCF format, you can import a maximum of 5000 records/batch. Records more than 5000 can be imported in CSV format.

Import Notes

When we are going to import data that time we need parent id and name that means you are importing data for lead or deal then in parent id we need to specify deal ZOHO CRM id. 
Then we are able to attach notes to particular person lead or deal.
In notes, we need to specify notes content and notes title.


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