Welcome to our comprehensive guide designed for both new and experienced users of Open To Close. This article will assist you in effectively navigating the import tools within the platform, enabling you to streamline the integration of various data types including task templates, contacts, emails, and more.
Accessing the Import Tool
To begin, log into your Open To Close account. Go to the navigation menu on the left side, select the hammer icon, and then Templates. Lastly, choose Imports to reach the import tool.
Pro Tip:
To make things easier, have two browser tabs open, one with your Open To Close account and the other with the spreadsheet you want to import. This helps by allowing you to quickly jump over to your spreadsheet to make sure you are entering all of the information correctly based on what section you are importing into your system.
The import section offers a variety of data types you can import. The drop-down menu includes task templates, contacts, emails, text messages, properties, task triggers, and numerous filters such as team user roles and contact roles.
The importing process is the same for each option but each option has different requirements. We'll first go over importing in general before moving on to the specific requirements for each.
Uploading a .csv File
Once you have your import type selected, click on Upload Your Spreadsheet under the Choose Your CSV file section. Select the .csv file from your computer and click the Upload Spreadsheet button to begin mapping the data to the correct fields in your Open To Close system.
Important:
If you are working with software like Google Sheets, you can go to File > Download > Comma Separated Values (.csv) to get the correct format for your file.
Assigning Columns to Fields
Now it's time to choose which fields are mapped to which columns on your spreadsheet. Depending on the type of import you are doing, you may only have one column of data to import or you may have multiple columns of data. This is where it's helpful to have two browser tabs open so you can refer back to your original spreadsheet while you are completing the import.
Click on the Choose drop-down on the first column and map it to the correct field in your account. Once it is mapped, the column will show a green checkmark letting you know it mapped correctly.
Very Important:
It is crucial that the data you are entering matches the data already in your account. For example, if you want to import a task template, there are some columns on the spreadsheet that require the first letter of each word to be capitalized. You also need to make sure your spelling is correct and matches the fields in your account.
If you don't need a column because there isn't a value in any of the cells, you can choose to delete the column by clicking on the trash icon in the lower right corner of that specific column.
Be sure to scroll to the right to get all of the columns mapped. Once you have done this, you have the option to delete the first row of your spreadsheet if that row is just a header that doesn't have valuable data in it.
All that's left is to click Finalize Import.
Checking Your Import
You can check the progress of your import by going to the Queued Imports page. Any import that is currently running in the background will be listed here. You can also see any import that has been completed on the All Imports page.
If you don't see your import running on the queued page and it isn't listed on the completed page, click the Refresh option to see if it generates the import.
The last step is to check your work. If you imported any of your filters, go to the Filter option to make sure they imported correctly. If you imported task templates, go to that template section to confirm the tasks were imported as well.
Requirements for Importing Filters
Filters help organize data before the import process and are crucial for ensuring that the right data gets into the right places in your account. Be sure to import your filters before moving on to your other import options.
Team User Roles - Assign specific tasks to appropriate team members, such as transaction coordinators or document managers.
Contact Roles - Useful for importing roles to categorize the different parties involved in a transaction, ensuring each contact is properly labeled in your account. When importing this filter, you will need to decide if the contact role is visible in portal views.
File Roles - Track different file types within your account to maintain organization and accessibility.
Contact Groups - Adding groups such as Agents, Buyers, Inspectors, Lenders, etc, can help keep your contacts organized.
Contact Lead Sources - Knowing your contacts' origins can help you track your ROI.
Tags - Everyone uses tags in their own unique way, so importing your tags into your account is important. You can also select the tag color from the listed options when importing.
Requirements for Importing Templates
Now that the filters have been imported into your system, you can start importing your templates.
Task Templates - These are central to managing workflows effectively in Open To Close. You can import your tasks into a new template or to an existing one. These are the options for importing tasks.
Task Name (title) - This is the only required field to import for the task templates.
Internal Details - Brief description of what the task does.
Exclude (private) - Enter Yes or leave blank.
Pinned - Enter Yes or leave blank.
Critical - Enter Yes or leave blank.
Recurring Days - Enter a number (e.g. 3)
Color - Color options include Red, Purple, Green, Blue, Yellow, Black, Orange, Brown, Seafoam, Bubblegum, Lavender, Mint, Sage, Ocean, or leave blank.
Note - Enter the note text.
Tags - Comma delimited: e.g. Compliance, Listing, Escrow (must match spelling of your tag exactly).
Roles - Comma delimited: e.g. Admin, Assistant, TC (must match spelling of your role exactly).
Scheduled Due Days - Enter a number (e.g. 3).
Scheduled Due Time Frame - Business, Calendar, Calendar Skip Weekend, or Same Day As.
Scheduled Due Type - Before or After.
Weekend Date Roll - Back, Forward, or leave blank.
Federal Holiday Date Roll - Back, Forward, or leave blank.
Skip Federal Holiday - Count, Skip, or leave blank.
Email Templates - Emails are a key part of communicating with all the party members in a transaction. Here are the options when importing email templates.
Title (template name) - This is a required field.
Subject - This is a required field.
Body (message) - This is a required field.
To Roles - Comma delimited: Buyer, Seller, etc (must match spelling of your role exactly).
Cc Roles - Comma delimited: Buyer, Seller, etc (must match spelling of your role exactly).
Bcc Roles - Comma delimited: Buyer, Seller, etc (must match spelling of your role exactly).
File Roles - Inspection Report, Purchase Contract, etc (must match spelling of your role exactly).
Text Templates - You can import the text messages you send to your contacts, agents, buyers, sellers, etc.
Text Name (title)
Body (message)
To Roles - Comma delimited: Buyer, Seller, etc. (must match spelling of your role exactly)
Contacts - The contacts you work with can also be imported into your system.
First Name
Middle Name
Last Name
Email
Agent License Number
Cell Phone
Cell Phone Extension
Phone
Phone Extension
Address
Unit Number
City
State
Zip
County
Country
Fax
Notes
Birthday - Date must be in mm/dd/yyyy format
Anniversary - Date must be in mm/dd/yyyy format
Business Name
Business Email
Business Fax
Business License Number
Business Cell Phone
Business Cell Phone Extension
Business Phone
Business Phone Extension
Business Address
Business Unit Number
Business City
Business State
Business Zip
Business County
Business Country
Contact Role - Buyer, Seller, etc (must match spelling of your role exactly)
Tags - Comma delimited: Compliance, Listing, etc (must match spelling of your tag exactly).
Requirements for Importing Task Template Triggers
You now have the option to import triggers to your task templates. There are several required fields so review your spreadsheet to ensure everything is accurate.
Trigger Description - A brief description of what the trigger does.
Task Template Name - Required! Template must exist in your collection of task templates.
Trigger Function - Required! Either send_email or send_text.
Task Name - Required! The task must exist inside the task template you selected.
Trigger Action - Required! Choose either task_completed or task_not_completed.
Not Completed Fields
Time of Day - e.g. 10:00 AM
Number of Days - e.g. 3
Time Frame - Business, Calendar, Calendar Skip Weekends, or Same Day As
Before or After - Before or After are your only options for this field
Weekend Date Roll - Back Forward, or leave blank
Federal Holiday Date Roll - Back, Forward, or leave blank
Skip Federal Holidays - Count, Skip, or leave blank
Email Template Name - This is optional. The template must exist in your account under your email templates and must match the name exactly.
Subject - Not required if you have entered an Email Template Name.
Body (message) - Not required if you have entered an Email Template Name.
To Roles - Comma delimited: Buyer, Seller, etc (must match spelling of your role exactly). Not required if you've entered an Email Template Name.
Cc Roles - Comma delimited: Buyer, Seller, etc (must match spelling of your role exactly). Not required if you've entered an Email Template Name.
Bcc Roles - Comma delimited: Buyer, Seller, etc (must match spelling of your role exactly). Not required if you've entered an Email Template Name.
Use Default Email | Text Number - Yes or leave blank.
Tags - Comma delimited: Compliance, Listings, etc (must match spelling of your tag exactly).
Assigned To Roles - Comma delimited: Admin, Assistant, TC, etc (must match spelling of your role exactly).
Requirements for Importing Properties
When it comes to importing properties, you have several required options that are the same for every account, but ultimately the data that you can import is dependent on the fields you have created in your Field Editor.
For that reason, we will only be reviewing the required options to import your properties.
Time Zone - You can always change the time zone once you have imported the properties into your account.
Choose Team - You need to select which Team the property belongs to which will open the next required option.
Team User - Choose a Team Member that is part of the Team you selected.
Please confirm the following columns are on your spreadsheet
Contract Title (e.g. 123 Happy Lane, Beverly Hills, CA 90210)
Contract Client Type (e.g. Buyer, Seller, Dual) - must match the values you have available in your field options.
Contract Status (e.g. Pending, Active, etc) - must match the values you have available in your field options.
Please Note:
Due to the large amount of data, property uploads are limited to 250 records per spreadsheet. This may take up to one (1) hour to process. You will receive an email when the import is completed.
If you need any help throughout your importing process, please reach out to us at help@opentoclose.com. We are more than happy to help answer any questions you may have.