Importing and Exporting Data and Restoring Deleted Records in "Edara CRM"

When you move over from a spreadsheet or another system, there's no need to enter your customers one by one. Upload the file, match its columns to the CRM's fields, and decide what happens to records that already exist before anything is added.

From the same list, you export what you see to a file, then edit it and import it again to update many records at once. And any deleted record goes to the trash, where you can restore it within 30 days.

Follow the Steps #

Importing takes three steps: upload the file, match the columns, then review. Exporting and Trash come after.

Uploading the import file #

The "Import" button is at the top of the "Leads", "Deals", "Organizations", "Contacts", and "Products" lists. To import contacts, for example:

• From the side menu, open "Contacts" and click "Import".
• Drag your file onto the box, or click it to choose the file. It takes a .csv or .xlsx file up to 10 MB.
• The file's name and number of rows show, so click "Continue".

Matching the columns to CRM fields #

The CRM shows each column in your file with a sample of its data, next to the CRM field its value will go into:

• Check the field next to each column. Obvious columns, like the name and email, are matched for you.
• For a column that wasn't matched, or to change a field, click the field and pick another from the list. Pick "— Don't import —" for a column you don't need.
• Under "How should we tell if a record is already in the CRM?", tick the fields that mean a record already exists when they match, then click "Continue".

Fields marked * are required, so you can't continue until a column is matched to them. If you tick more than one field, a record only counts as existing when all of them match.

Reviewing and starting the import #

Before any record is added, the review shows what will happen to each row:

• Check the counts: "New", "Duplicates", and "Errors". Rows with problems show in a table with the row number, field, and problem, and they're skipped.
• Choose what happens to duplicate rows: "Skip" keeps existing records unchanged, "Update" overwrites their values with your file's, and "Create anyway" adds every row as a new record.
• Click "Start import". When it's done, the "Import finished" screen shows how many records were created, updated, and skipped.

Exporting a list #

The "Export" button exports the rows and columns showing on the list, with the same headers, so apply the filter you want first:

• Click "Export" at the top of the list.
• Choose "CSV (.csv)" or "Excel (.xlsx)".
• The file downloads, and the message "Export downloaded" shows.

Updating many records at once #

The export adds an ID column with each record's ID, so you can edit the file and import it again to update the same records. Export the list as above, edit the file, then:

• Click "Import" and upload the file you edited.
• The message "Your file has an ID column" shows, so match the ID column to the "ID" field.
• In the review, check the "Update by ID" table with the current value and the value after the import, then tick "Yes — change … existing records" and click "Start import".

Undoing an import #

If you spot a mistake after the import, you can cancel all of it from the "Import finished" screen:

• Click "Undo this import".
• Confirm, and the records the import created go to the trash, while the records it changed go back to their previous values.
• You're back on the list as it was before the import.

Restoring records from Trash #

Every deleted record goes to "Trash", along with the losing record in a merge, records you removed on the Duplicates screen, and records created by an import you undid. To restore one:

• In "Settings", open "Trash", tick the records, then click "Restore" on the bar that shows.
• If one of them has a live record with the same email, a window lets you choose: "View active", "Keep in trash", or "Hard-delete trashed".
• The other records go back to their lists, and a message shows how many.

Deleting permanently #

To erase records from Trash before their time is up:

• Pick the type at the top, like "Contacts", then tick the records.
• Click "Delete Permanently" and type DELETE in the window.
• Click "Delete Permanently", and the records are erased with their history. This can't be undone.

Important Things to Know #

Try It Yourself #

Sample data — it doesn't affect any real data. Click "Import" and upload one of the two files, or "Export", or open "Settings", then "Trash" to restore a record or delete it permanently.

You May Be Wondering #

If you encounter any challenges or have questions during these processes, you can contact our technical support team, who are ready to assist you at any time.

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