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 in Template

Although this template looks deceptively simple. There are layers of coding involved with our column headers. Do not change anything with the default column headers.

Also, for testing purposes only enter 3 contacts to begin with and then try the import to make sure you have no errors.

If there are any errors on the sheet ClientTether will not accept any of the data, which is why it is so important that you go over this information and ensure all data is entered correctly.

This section will cover how to enter in two types of Data

Built In Data

Built In Data types are defined for you on the import sheet. Again, do not change the default column Headers.

Below is step by step instructions on what you can enter in each of the default columns.

  1. Enter First Name
    1. Will accept any series of letters or numbers
  2. Enter Last Name
    1. Will accept any series of letters or numbers
  3. Enter Company Name
    1. Will accept any series of letters or numbers
  4. Enter Address
    1. Will accept any series of letters or numbers
  5. Enter City
    1. Will accept any series of letters or numbers
  6. Enter State or Province
    1. Will accept any series of letters, but will convert them to the appropriate two letter abbreviation when uploaded.
  7. Enter Zip/Postal Code
    1. Will accept any series of letters or numbers
  8. Enter Email
    1. Will accept any series of letters or numbers
    2. Make sure to remove Hyperlink
  9. Enter Work Phone
    1. Only 10-digit North America Numbers work in ClientTether.
    2. No Special Characters (dashes or parentheses)
    3. Do not use a leading 1 or 0
    4. This will go in the “Secondary Phone” slot in the Contact Profile.
  10. Enter Cell Phone
    1. Only 10-digit North America Numbers work in ClientTether.
    2. No Special Characters (dashes or parentheses)
    3. Do not use a leading 1 or 0
    4. This will go in the “Cell Phone” slot in the Contact Profile, and will be the main contact number.
  11. Enter Notes
    1. Text only. Do not put in HTML.
    2. This will create a history note in the Contact Profile.
  12. Enter Sales Cycle
    1. Must match the name of an existing Sales Cycle in ClientTether.
  13. Enter Lead Source
    1. Must match the name of an existing Lead Source in ClientTether.
  14. Enter SMS OK
    1. Indicates that the contact has given you permission to send them SMS (Text) messages
    2. Y = yes
    3. N = no
  15. Enter Title
    1. Will accept any series of letters or numbers
  16. Enter Contact Type
    1. 1 = Client
    2. 2 = Employee
    3. 3 = Partner
    4. 4 = Vendor
    5. 5 = Other

Tags

Tags can be used in ClientTether to help sort contacts.

Importing tags can be very beneficial. However, in order to be successful you will need to follow these instructions carefully.

  • Create a new column Heading, this should be a general Category such as “Teams”
  • Enter the value for each contact under that category. So if the category is “Teams” You could put “White Sox” or “Jazz”
    • If the category does not apply to the contact leave the row blank
    • The Tags will appear
      • Team – Jazz
      • Team- White Sox

Please note you can add as many tags as you wish.

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.