Step 3 performs two functions. First, we line up all of the column headings in our spreadsheet to map the data to the lead sheet. Next, we can decide if we want to check the existing database and see if any of the names or phone numbers on our spreadsheet already exist in our InsideSales database.

Data Import Step 3 - Mapping Fields

To map a field, find the field label on the left, which is the field name in InsideSales.com. Then click the dropdown next to the field, which will begin showing a list of all of the column headings in our spreadsheet. Find the appropriate column heading and click on it. It will now line up the two rows of data together.If you do not have a column heading for some of the database fields, that’s fine, go ahead and leave them blank (marked as [SELECT]).

Selecting Fields to Map

Data Mapping Tips

Data Mapping Tips
• Your column headings do not have to match exactly the verbiage of the InsideSales fields, though the closer they are, the easier it is to find the appropriate column heading to match.

• The “Owner” Field – Remember, in InsideSales.com, the “owner” does not refer to the owner of a business (the “contact”), the owner refers to the agent who will be assigned to work the leads. If you did not specify an Owner column in your spreadsheet, go ahead and leave this column entry blank (marked as [SELECT]). If you don’t specify an owner on your spreadsheet and map it, the system will automatically assign ownership of all of the new leads to the person who does the upload. If needed, you can always use the Mass Update tool in the Leads tab to reassign ownership later.

• You must map a valid entry in either the Last Name or Company Name heading.

• If you are doing B2C leads lists, remember that we recommend that you substitute the full name of the contact in place of the company name. If you did not create this column, it’s okay, just be aware that later on you’ll want to input that information (for a number of reasons it helps keep the database consistent).

• Remember to include the Country column we created in our spreadsheet earlier when you designate the addresses.

• If you have more than one address – By default, the lead import function only has a single, default address listing to capture. If you absolutely must have more than one address, we’ll need to create a series of custom fields BEFORE we upload the data, and map the second address to the custom listings.

• All of your custom fields will be at the bottom of the field mapping list.

• Remember to double-check all of your field mapping items before you click Import. In some instances, if you have the wrong fields mapped, it can cause problems in using the system later, particularly when running searches.

• For reporting purposes, it’s a very good idea to include a Lead Source column in your spreadsheet, indicating where the leads were received.

Creating a Field Map Template

After you have mapped out the fields, before you click the Import button to go on to Step 4, it might not be a bad idea to create a template of our field map listings. This way, if something goes wrong and we need to re-import the data later, we don’t have to redo the field maps, which takes time. Also, if you will be uploading an entire series of spreadsheets that use the same format, we can use the same field map template to save us the work.

However, be aware that there are limitations to how a field map can be used:

1. A field map template is not “smart,” meaning that it expects to have the same basic column heading in the exact same order on your spreadsheet every time. For example, if the “First Name” column in your spreadsheet is usually the first column, the field map template expects that every other spreadsheet that uses that template will be the same. If the “First Name” column gets moved to the middle or back of the spreadsheet, the template will now be broken, and you’ll have to go in and do the field mapping by hand.

2. By the same token, if you move other columns around in the spreadsheet, the effect is the same. If I randomly move the phone number field from the back to the middle of the sheet, this also breaks the template, and I’ll have to do it by hand.

3. These limitations most often come into play with data that requires some setup before being uploaded, such as adding a country column, or concatenating a first name and last name field together (yes, concatenate is a real word).

To create the field map template, type in the name you want to appear, and click Save Template. The next time you upload a spreadsheet, you’ll now be able to use you template by selecting the template name in the template selection dropdown, and then clicking Load Template.

Duplicate Checking

To check for duplicates while doing the upload, select the checkbox that states Duplicate check across all objects. This activates the function, next you’ll need to choose which of the database fields you want to base your dupe check on.

Check for Duplicates During Import

First Name
Last Name
Company Name
Phone Number
Email

Selecting the Field for a Duplicate Check

Notice there is a small check box to the right of the dropdown next to these five fields. You can select any of these fields together, just be aware that the dupe check doesn’t do an either/or operation, it does a combined “and” operation. For example, if I select both the last name and the phone number, then the dupe check looks for entries that match BOTH fields, i.e., “Anyone with the last name of Jones with the same phone number.”

Phone number and email are the most common options to use here, because they are the most likely to be unique to a single contact.