Importing

September 1, 2020

Overview

Importing is the process where you can bring your existing client list into ClientTether.

To do this effectively, and save yourself a headache, you will need to follow the instructions on this page exactly.

You have to use our template in order for the import to work.

Topics

Downloading the Template

The very first step in importing is you have to download the template.

You will not be able to import if you do not use our template.

  1. Go to “Contacts” on the main menu
  2. Click any of the options on the drop down menu except “Archived”
  3. Click Import Button Located in top right part of the page on the top right of the screen, which will open a dialogue box.
  4. Click
  5. Close Dialogue Box

Entering Data on Template

Please follow these instructions carefully to ensure your data transitions smoothly into ClientTether. If this is your first time importing or you have any questions, please reach out to your success manager for support. Our team wants to ensure this process goes smoothly for you.

Also, before you begin a large import, we strongly recommend you import a couple of contacts (3-4) begin with to make sure you are following the process correctly. Once you have verified you have your data aligned correctly, you can then import the rest easily.

If there are any errors on the import sheet ClientTether will not accept any of the data to ensure we save you a lot of time trying to patch up an incomplete or spotty import.

This section will go over each tab available to you in the Import File.

This is where you enter the data to import into ClientTether.


DO NOT edit the Column headers on this sheet.

It is important to note for an import the only required information is a first and last name.

Also as you move your mouse of the sheet you will see pop ups giving you helpful hints on how to format information.

Before you enter anything on this sheet you NEED to read and be familiar with the Instructions Tab.

Instructions Tab

This provides step by step instructions for how to fill out out the Header File tab.

The instructions in the Instruction Tab are written for a more technical audience. The same information is included below, but adjusted for non-technical users.

Column NameDescriptionLimitations
firstNameContact’s first Name – REQUIREDCan accept any combination of letters, numbers, symbols
lastNameContact’s lat Name – REQUIREDCan accept any combination of letters, numbers, symbols
phone10 digit phone number. This is assumed to be a Cell phone.Only accepts numbers. No formatting accepted.
smsokIf you have permission to text the contact use 1, if you do not user 0.
This will default to 1 if no value is provided.
Only accepts 1 or 0
second_Phone10 digit phone number.Only accepts numbers. No formatting accepted. Please remove all +1 or ( ) or – or . characters.
emailEmail Address for the contact. Must be unique for each contact.Must be in proper email format.

___________@_____.___
addressStreet addressCan accept any combination of letters, numbers, symbols
cityCityCan accept any combination of letters, numbers, symbols
stateUS State or Canadian Province2-Letter Abbreviation – Reference State Abbreviations Tab.
zipPostal Code
US and CA Zip/Postal Codes:
5 Digit Zip
5-4 Digit Zip
5-4-2 Digit Zip
A1A 1A1, where A is a letter and 1 is a digit, with a space separating the third and fourth characters
compNameCompany NameCan accept any combination of letters, numbers, symbols
tagComma separated list of tags. New tags will be created if neededCan accept any combination of letters, numbers, symbols
job_titleJob TitleCan accept any combination of letters, numbers, symbols
external_idID used for Contact for integrated software with CT (NOT CT Client ID)Can accept any combination of letters, numbers, symbols
deal_sizeDeal SizeWhole Number – No Decimals accepted
ageAge- Not BirthdayWhole Number – No Decimals accepted
educationHowever, your company chooses to classify someone’s educationCan accept any combination of letters, numbers, symbols
genderM for Male, F for FemaleOnly Accepts M or F
high_net_worthHigh Net worthWhole Number – No Decimals accepted
home_owner_statusHome Owner Status
household_incomeHouse hold incomeWhole Number – No Decimals accepted
Length_of_residenceLength of residenceWhole Number – No Decimals accepted
market_valueMarket ValueWhole Number – No Decimals accepted
material_statusMaterial StatusMust be “Single”, “Married”, or “Divorced”
occupationOccupationCan accept any combination of letters, numbers, symbols
presence_of_childrenEnter 1 for yes 0 for noOnly accepts 1 or 0
creation_dateDate Contact Created – if blank it will auto fill with the date of the import.Must be in year month Day format

YYYY-MM-DD
presence_of_petsEnter 1 for yes 0 for noOnly accepts 1 or 0
anniversary_1Date for an AnniversaryMust be in year month Day format

YYYY-MM-DD
anniversary_2Date for an AnniversaryMust be in year month Day format

YYYY-MM-DD
facebookFacebook Profile LinkCan accept any combination of letters, numbers, symbols
linkedinLinked in Profile LinkCan accept any combination of letters, numbers, symbols
twitterTwitter HandleCan accept any combination of letters, numbers, symbols
action_plan_idCT Action ID NumberNumber copied from ClientTether
sales_cycle_idCT Sales Cycle ID NumberNumber copied from ClientTether
lead_source_idCT Lead Source ID NumberNumber copied from ClientTether
client_categoryNot Available to All Accounts – Unless you have been told to use this leave blank.Can accept any combination of letters, numbers, symbols
whiteboardNotes that you want displayed on the contact’s Contact Profile Whiteboard.Can accept any combination of letters, numbers, symbols
clients_date_lastLast date of importance to your companyMust be in year month Day format

YYYY-MM-DD
clients_date_nextNext date of importance for your companyMust be in year month Day format

YYYY-MM-DD
new_lead_notification0-No notifications (Default)
1-Software Notifications
2-Email, Text, Software Notifications
Only accepts 0, 1, 2
contact_type1-Client
2-Employee
3-Partner
4-Vendor
5- Other
Only accepts 1, 2, 3, 4, or 5
assigned_user_idCT User ID for the assigned UserNumber copied from ClientTether

State Abbreviations

This sheet provides the list of acceptable abbreviations for States within the US and for Provinces in Canada.

Postal Code Format

This sheet is currently blank. Please leave it as such. This will change with a future update.

Date Format

This sheet is currently blank. Please leave it as such. This will change with a future update.

Action Plan IDs

This sheet is currently blank. Please leave it as such. This will change with a future update.

Sales Cycle IDs

This sheet is currently blank. Please leave it as such. This will change with a future update.

Lead Source IDs

This sheet is currently blank. Please leave it as such. This will change with a future update.

Uploading the Template

  1. Make sure import file is prepped and Saved
  2. Go to Contacts in ClientTether, again any option other than Archive is fine.
  3. Click Import Button Located in top right part of the page
  4. IF you are putting all imports in the same action plan then select it from the drop down menu
    1. Please also remember if you are importing and assigning all imports to a specific action plan you want to be careful. If you import 1000 contacts and put them all in one action plan that has an immediate call, you will receive 1000 immediate calls as soon as the import completes. Also, PLEASE NOTE that if you do not select an Action Plan, your contacts will be placed into the “Default Action Plan”, which may have messaging in it you do not wish to send to your contacts. Please create a placeholder Action Plan for importing if you do not have a specific plan you want to run, or delete all of your actions from the “Default Action Plan” to avoid sending communications you did not intend to send.
  5. Click “Choose File”
  6. Select your file
  7. IF you are importing more than 1000 please check the box indicating that fact.
  8. Click
  9. Read notice click “Okay”

Please be patient as the system works through the import process:

  • importing and validating each row of data
  • creating History Notes as it goes
  • assigning Lead Sources
  • assigning Sales Cycles
  • assigning and initiating Action Plans
  • generating Pending Actions

Sometimes, very large imports can take a few hours to process and finish setting up all the automation.