How to import data into an existing table
Use the Import feature to add or update multiple table records simultaneously. Prior to running a major data import, we recommend downloading the current table to Excel and saving as a best practice. This ensures existing data is retained as a backup if needed.
Prepare your file for upload:
Only CSV file formats are supported when importing data. Prepare the correct file type by saving your Excel document as a CSV UTF-8.
It’s easiest to ensure the column headers in your upload file match the field names in the table, however, this isn’t required. If your column headers don’t match, be prepared to tell the system how to map the information. For example, if the Pitchly field is named “Attorney” and the header in the import file is named “Professional”, within the import tool you will need to map the Pitchly field “Attorney” to the “Professional” column being imported. This tells the system to populate data from the “Professional” column in the “Attorney” field.
Ensure the data being uploaded aligns with the appropriate field type. For example, confirm you are not attempting to load text to a field that is structured to only accept date values. If importing dropdown multiple field types, validate each list option is separated by a comma. If a list option includes a comma, be sure to enclose the option in quotation marks (this applies for dropdown multiple list option fields only). For example, the list option for Energy, Gas & Oil would need to be formatted as "Energy, Gas & Oil" to import otherwise the system will read Energy and Gas & Oil as two separate options. Single-select dropdown field types that contain a comma do not need to be enclosed in quotation marks. When importing single-select dropdown options, they must be an exact match to the option stored in the system. Any extra spaces or characters will cause the single-select dropdown field import/update to fail.
If your table contains reference field types, for example, attorney or company names that populate automatically by referencing separate tables, ensure there aren’t any new entries being loaded. If there are new items, add these records to their respective tables prior to trying to reference them in your new import. If the import is done prior to these items being added, the data point will not import because it has nothing to reference.
When arranging your data in Excel, please note the format of your columns. Date formats will vary by country. To avoid importing incorrect dates to Pitchly, select the YYYY-MM-DD option. To apply, first select your date column, right click and select Format Cells. Under the Date category, choose the format that begins with the year. This will ensure the proper date imports, regardless of where you are in the world!
Import data:
1. | Navigate to the desired table, select the ellipses for More options and then select Import data from file (shown below).  |
2. | Upload the CSV UTF-8 file you wish to import and choose a delimiter (a character that separates each field in your data.) If you are unsure, select auto-detect. |
3. | Map the column headers in your import file to align with the appropriate Pitchly field. If you plan to update existing records, review the Field Matching section below to ensure fields are properly mapped. |
4. | If the import spreadsheet contains a field you do not want to import, simply select the first drop-down option of “Don’t import.”  |
5. | Click Next >. The confirmation screen will indicate the number of rows being imported across the selected fields. |
6. | Click Begin Import. The import will be scheduled to perform in the background. |
7. | You will receive an email when your import is complete. The email will summarize how many rows were inserted, updated, failed and/or skipped. |
Field matching:
The system is set to add new records by default. However, if you would like to update existing records, enable field matching by clicking the middle arrow “” to display “=”. When a record matches fields, the remaining fields are updated.
However, if there isn't a match, the row will be added as a new record. Field matching can be enabled on any field, but confirm the field is a unique identifier (ex. a matter number) or a combination of fields that will make an individual record unique.
Note: The following field types cannot be mapped.
Lookup, Created At, Updated At, Formula, Rollup
Exception: when a formula field contains Record ID, you will be able to match upon that field.
We’d love to hear from you. If you have any feedback on product enhancements or additional questions, email the team at PitchlySupport@pitchly.com.