Imports

Both products

What it is for

With import you load or update many records at once from an Excel or CSV file. You can import and export contacts, products, services, projects and distributors. They all work the same way: the file you download with Export is also the template to upload again with Import.

note

Companies have no import of their own: they are linked through the Company column of the contacts template.

How to get there

The Export (download icon) and Import (upload icon) buttons are in the top bar of each screen:

What you import	Where
Contacts	Clients → Contacts
Products	Catalog → Products, Catalog tab
Services	Catalog → Services, Catalog tab
Projects	Catalog → Projects, Catalog tab
Distributors	Distributors

How the template works

The Excel file that Export downloads contains:

• The data sheet (Contacts, Products, Services, Projects or Distributors) with the records you were viewing: it respects the view, the filters and the search, up to 10,000 rows.
• An Instructions sheet with the rules for that file.
• Dropdowns in the columns with fixed values. If you type other text, Excel warns you with Value outside the list and the import ignores that cell.

Four rules apply to all templates:

1. Don't touch the ID column. It is what lets you rename a record without duplicating it. New rows go with an empty ID.

2. The Action column rules. Choose from the dropdown what to do with each row:

   Action	If the record exists	If it doesn't exist
   (empty)	What you choose in the wizard for duplicates applies	It is created
   Create	The row is skipped	It is created
   Update	It is overwritten	It is created
   Delete	Soft delete: it leaves the listings and can be recovered from the Trash	It is skipped

   The column is exported empty on purpose: fill it in only on the rows you want to create, update or delete.

3. An empty cell means "don't touch this field", not "delete it".

4. Gray columns are informational. Editing them changes nothing (for example Segments in contacts or Technical spec sheet (URL) in products).

The exact columns of each template, with their allowed values, are in Import templates.

The import wizard

1. Click Import. Import contacts (or products, services…) opens.
2. Upload: drag your file or click to choose it. It accepts CSV, XLS or XLSX up to 10 MB, with the column names in the first row. In Excel only the first sheet is read.
3. Map: check that each field has its column. Fields marked Required need a column or Use fixed value (one value for all records). Click Next.
4. Review: look at the New, Duplicates and Invalid counters (and Removals, if any row asks to be deleted). Fix rows with problems by hand or click Discard; they are revalidated automatically.
5. If there are duplicates, choose in What to do with duplicates?: Skip, Replace or Create anyway, or Resolve row by row.
6. Click Import N records.
7. Import: when it finishes you see Created, Updated, Removed, Skipped and With errors. If there were errors or warnings, click Download report.
8. Click Close.

How to verify: the Import complete notice and the records in the list. If the import takes a while, you can close the window: it keeps running in the background and the records appear within a few minutes.

The error report

Download report downloads a CSV with the columns Row, Value and Reason. It includes errors (rows that did not go in) and Warnings (rows that went in but with something off, such as an image that could not be downloaded).

How duplicates are detected

Template	It is considered the same record if it matches…
Contacts	the ID, the email or the phone
Products	the ID or the SKU
Services	the ID or the name
Projects	the ID or the name
Distributors	the ID or the name

In contacts, if a row matches only by phone with a different email, you will see Same phone, different email. It is usually the same person; if it is someone else who shares the number (for example a company switchboard), choose Create anyway on that row.

Specifics of each template

Contacts

• Only Email and Phone are required (to delete, the ID or the email is enough).
• The contacts import always asks for a Contact list: Create new (with List name) or Use existing. Skipped contacts keep their data, but join that list. If a contact has no notes, the list's description is assigned to it as a note.
• Company, Sales rep (email), Tags and Lists are written by name (the sales rep, by email). Tags and lists are comma-separated and replace the current ones.
• The word BORRAR in Company, Sales rep (email), Tags or Lists unlinks the company, leaves the contact without a sales rep, removes all tags or takes the contact out of all lists.
• If the country code is missing, the workspace's default country is used (if there is none, +57). If Country is missing, the contact is created with Colombia.
• Whatever you write in Company, Qualification, Customer type, Tags or Lists counts as a manual decision: AI classification no longer changes it.
• Without the permission to view all contacts, only the ones assigned to you are updated; a row pointing to someone else's contact fails with an error.

Products

• SKU, Name and Price are required.
• The Brand must exist: otherwise the row fails. Create the brands beforehand in the catalog's Brands tab.
• Images and videos are loaded as public links and downloaded to the platform after the import. Google Drive works if you share each file as "Anyone with the link". YouTube and Vimeo do not work in the import.
• Image gallery (URLs): up to 10 comma-separated links. Video gallery (URLs): up to 5, of up to 100 MB each (MP4, WebM or MOV). The list replaces the current gallery; BORRAR empties it (or removes the main image).
• Categories, subcategories, families and sales channels are not imported: they are assigned from the catalog (for example with Add to category in bulk actions).

Services, projects and distributors

• Only the Name is required.
• In projects, the minimum price cannot be greater than the maximum.

Required permissions

Template	Export	Import (includes rows with Delete)
Contacts	contacts.read	contacts.create
Products	products.read	products.create
Services	services.read	services.create
Projects	projects.read	projects.create
Distributors	distributors.read	distributors.create

In contacts, creating tags, lists or companies that don't exist also requires tag.create, contacts.createList or business.create (with the companies module on). If the permission is missing, they are skipped with a warning in the report.

Frequently asked questions

I uploaded the file and it says it could not be read. Check that it is CSV, XLS or XLSX, that it is under 10 MB and that the first row has the column names.

I imported and duplicates were created. Most likely the rows had no ID and a different email (or SKU, or name). To update existing records, always start from an exported file and don't delete the ID column.

Product images don't show up. They are processed after the import finishes: reload in a minute. If they still don't show up, check the report's Warnings (Drive file not public, unsupported format or larger than 15 MB).

A product row failed because of the brand. The brand must exist first: create it in Catalog → Products → Brands and import the row again.