In this article, we cover:
Preparing Your CSV File
Importing Projects and Contacts
Handling Different Data Formats
Managing Errors During Import
When transitioning to or updating data within ProLine, it's crucial to handle the import of projects and associated contact information smoothly. This guide provides a comprehensive walkthrough for importing this data efficiently, ensuring all necessary fields and formats are correctly managed.
Preparing Your CSV File
To begin, navigate to hamburger menu > Import Tools > Import Projects from CSV > New Import.
This process starts by downloading a sample project using the Sample Project Upload CSV button to review the expected data format. It’s important to note that while not all fields are mandatory, certain fields like stages and contact details should be accurately filled to ensure a seamless import.
Steps:
Download the sample CSV from the Projects from CSV section.
Review the mandatory and optional fields, focusing on completeness and accuracy.
Prepare your data to match the required ProLine format as closely as possible, although perfect alignment with the sample is not necessary.
Import Backdating: To ensure proper backdating of projects and revenue, make sure to utilize the Lead Date, Open Date, Won Date, Complete Date, and Close Date columns in your import. Payment records created for numbers in the Revenue column are backdated based on the "Close Date."
Importing Projects and Contacts
If possible, combine your project and contact data into a single CSV file. This simplifies the import process and avoids complications associated with separate datasets. Here's how you can prepare a comprehensive import file:
Steps:
Include contact details such as first name, last name, email, and phone number in your CSV.
If your existing system exports contact and project data separately, ensure each entry has a unique external ID.
For contact names not neatly split into first and last names, utilize Excel's Text to Columns feature to separate these into two distinct columns.
Navigation: Go to Data > Text to Columns > Delimited > Space.
Handling Different Data Formats
Handling non-standard data formats, especially in names, can be challenging. If your data includes titles or suffixes, manual adjustment might be necessary. Automated tools like Excel's text functions can help but might not resolve all issues.
Note: If automatic splitting fails, consider manual corrections or seek professional data cleaning services.
Managing Errors During Import
During the import process, ProLine will identify any errors such as incorrect formatting or missing mandatory fields. Address these as follows:
Steps:
Review error messages and correct the issues in your CSV file.
Re-import the corrected file.
Pro Tips:
Before starting the import, disable any automations to prevent unwanted triggers.
After the import, review the data within ProLine to ensure everything is categorized and staged correctly.
Re-Importing/Updating In Bulk
If you need to make changes to a list of projects' data in bulk, including backdating status change dates for reporting, there are three options for doing this:
Option #1: Import Data Again With the Same External IDs
If you're editing a previously imported list of projects, and the previous import included external IDs, you can simply re-import using the same external IDs, and ProLine will automatically update the previously imported projects instead of creating new ones.
Option #2: Export CSV From ProLine, Modify, and Import
Use the All Projects page to filter a list of projects you wish to edit/update in bulk. Export this list to CSV using the Export CSV button. Modify the exported data as needed, then import it back into ProLine with the ProLine Project IDs to update the projects instead of creating new ones.
Option #3: Request Deletion of Previous Import (Contact Support) & Re-Import
Reach out to ProLine support and provide the date of your previous import (if multiple). ProLine support can delete all projects created during that import. This will allow you to re-import as needed with corrected data.
Note: We are unable to exclude any projects when deleting previous imports for you. All projects created by the specified import, will be deleted.
Contact Support
If you encounter difficulties or have further questions, contact our support team at support@proline.app or through the chat in the lower corner of your screen. We're here to help you with any issues or concerns.