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Importing organisations
Importing organisations

How to bulk add/update organisations by importing a spreadsheet of organisation data.

Dave Quested avatar
Written by Dave Quested
Updated over 2 months ago

How does importing organisations work?

Our import feature allows you to bulk add or update your organisations by uploading a Microsoft Excel spreadsheet that contains a single sheet of organisation data structured into specific columns.

How do I bulk add organisations?

  1. Go to Contacts > Organisations > Organisations.

  2. Click the Import button in the top right.

  3. Tick Adding new organisations under Which type of import you are doing?

  4. A help box will appear telling you how to structure your spreadsheet columns correctly, see How do I structure my spreadsheet columns?

  5. Once you've structured your spreadsheet columns, add the organisation data, see What data do I provide when adding organisations?

  6. Once you've added your data, click the Choose File button to open a File Explorer window and select the spreadsheet from your computer.

  7. Click the Import button.

If there have been any issues with your data, an error message will be displayed with the row number and issue. Make the relevant changes to your spreadsheet then repeat the process above from step 6.

How do I bulk update organisations?

  1. Go to Contacts > Organisations > Organisations.

  2. Click the Import button in the top right.

  3. Tick Updating existing organisations under Which type of import you are doing?

  4. A help box will appear telling you how to structure your spreadsheet columns correctly, see How do I structure my spreadsheet columns?

  5. Once you've structured your spreadsheet columns, add the organisation data, see What data do I provide when updating organisations?

  6. Once you've added your data, click the Choose File button to open a File Explorer window and select the spreadsheet from your computer.

  7. Click the Import button.

If there have been any issues with your data, an error message will be displayed with the row number and issue. Make the relevant changes to your spreadsheet and then repeat the process above from step 6.

How do I structure my spreadsheet columns?

The spreadsheet must be of the .xlsx file type and only contain one sheet, any additional sheets will be ignored.

The first row of the spreadsheet must list the column headings in separate columns, see What are the columns for adding organisations? and What are the columns for updating organisations? for the supported headings. All column headings should be in uppercase.

An easy option for structuring a spreadsheet is to first export your organisations, this will download a spreadsheet that is the correct file type (.xlsx) and already has most of the columns that are used for adding or updating. You can then use the downloaded spreadsheet as a template.

If your spreadsheet contains any columns that are not supported then those columns and their data will be ignored but if you wish to remove any columns, simply delete them from the spreadsheet.

You can add additional columns to the spreadsheet by adding a new column and entering a supported column heading into the first row of the new column. If you wish to remove any columns, simply delete them from the spreadsheet.

What are the columns for adding organisations?

When adding organisations, the TITLE column is required, all other columns are optional. The supported columns are as follows:

  • TITLE

  • NAME

  • EMAIL_ADDRESS

  • FACEBOOK_ID

  • TWITTER_USERNAME

  • LINKEDIN_PROFILE_URL

  • SUMMARY

  • DESCRIPTION

  • WEBSITE_URL

  • PHONE_NUMBER

  • MAILING_ADDRESS_LINE_1

  • MAILING_ADDRESS_LINE_2

  • MAILING_ADDRESS_TOWN_CITY

  • MAILING_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • MAILING_ADDRESS_ZIP_POSTCODE

  • MAILING_ADDRESS_COUNTRY_TITLE

  • BILLING_ADDRESS_LINE_1

  • BILLING_ADDRESS_LINE_2

  • BILLING_ADDRESS_TOWN_CITY

  • BILLING_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • BILLING_ADDRESS_ZIP_POSTCODE

  • BILLING_ADDRESS_COUNTRY_TITLE

  • PHYSICAL_ADDRESS_LINE_1

  • PHYSICAL_ADDRESS_LINE_2

  • PHYSICAL_ADDRESS_TOWN_CITY

  • PHYSICAL_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • PHYSICAL_ADDRESS_ZIP_POSTCODE

  • PHYSICAL_ADDRESS_COUNTRY_TITLE

  • TAG_NAMES

  • CATEGORY_NAMES

  • WEBSITE_STATUS

  • ALLOW_ON_ACCOUNT

  • PRICING_TIER_NAME

  • CREDIT_LIMIT

  • BLOCK_ORDERS_IF_CREDIT_LIMIT_EXCEEDED

  • PAGE_TITLE

  • PAGE_DESCRIPTION

  • INTERNAL_NOTE

  • XERO_CONTACT_NAME

  • CUSTOM_FIELD_[NAME]*

  • MEMBERSHIP_TYPE_NAME**

  • MEMBERSHIP_JOINING_DATE**

  • MEMBERSHIP_EXPIRY_DATE**

  • MEMBERSHIP_AUTO_RENEW**

  • MEMBERSHIP_CURRENCY_CODE**

  • MEMBERSHIP_PAYMENT_METHOD**

*The NAME component of the CUSTOM_FIELD heading should be an existing organisation custom field name.

** If any of the MEMBERSHIP columns are present then all of the MEMBERSHIP columns must also be included apart from MEMBERSHIP_EXPIRY_DATE which is optional.

What data do I provide when adding organisations?

When adding organisations using the import feature, it is important that the data you provide meets certain guidelines to avoid any issues. The guidelines are as follows:

  • Each row of your spreadsheet is read as a single organisation.

  • TITLE - must be provided and cannot exceed 100 characters.

  • NAME - must be unique, only contain letters, numbers and hyphens and cannot exceed 100 characters. Note, if you don't include NAME, it will be created automatically for you using the TITLE.

  • EMAIL_ADDRESS - must be a valid email address and cannot exceed 320 characters.

  • FACEBOOK_ID - cannot exceed 2000 characters.

  • TWITTER_USERNAME - cannot exceed 2000 characters

  • LINKEDIN_PROFILE_URL - must be a valid URL and cannot exceed 2000 characters.

  • SUMMARY - cannot exceed 400 characters.

  • DESCRIPTION - can only contain valid HTML tags.

  • WEBSITE - must be a valid URL and cannot exceed 2000 characters.

  • PHONE_NUMBER - cannot exceed 20 characters.

  • MAILING_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • MAILING_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • MAILING_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • MAILING_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • MAILING_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • MAILING_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • BILLING_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • BILLING_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • BILLING_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • BILLING_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • BILLING_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • BILLING_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • PHYSICAL_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • PHYSICAL_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • PHYSICAL_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • PHYSICAL_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • PHYSICAL_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • PHYSICAL_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • TAG_NAMES - must reference existing organisation tag names, multiple names must be seperated by commas.

  • CATEGORY_NAMES - must reference existing organisation category names, multiple names must be seperated by commas.

  • WEBSITE_STATUS - must be either published or unpublished.

  • ALLOW_ON_ACCOUNT - must be either yes or no.

  • PRICING_TIER_NAME - must reference a sellable pricing tier name.

  • CREDIT_LIMIT - must be a positive number (i.e. zero or greater)

  • BLOCK_ORDERS_IF_CREDIT_LIMIT_EXCEEDED - must be either yes or no.

  • PAGE_TITLE - cannot exceed 100 characters.

  • PAGE_DESCRIPTION - cannot exceed 200 characters.

  • XERO_CONTACT_NAME - Xero must be connected and must reference an existing Xero contact name.

  • CUSTOM_FIELD_[NAME] - If the custom field uses the Yes/no value type then only yes or no are accepted. If the custom field uses the Pre-defined option value type, then the option name must reference an existing option for that custom field.

If MEMBERSHIP columns exist:

  • MEMBERSHIP_TYPE_NAME - must be provided and must reference a existing organisation membership type .

  • MEMBERSHIP_JOINING_DATE - must be provided and must use the following format dd mmm yyyy (e.g. 23/05/2022).

  • MEMBERSHIP_EXPIRY_DATE - must use the following format dd mmm yyyy (e.g. 23/05/2022) and fall after the MEMBERSHIP_JOINING_DATE .

  • MEMBERSHIP_AUTO_RENEW - must be provided and must be either yes or no.

  • MEMBERSHIP_CURRENCY_CODE - must be provided and reference an existing currency code (i.e. USD, NZD, etc).

  • MEMBERSHIP_PAYMENT_METHOD - must be provided and must be either credit card, bank transfer or on account.

What are the columns for updating organisations?

When updating organisations, the ORGANISTION_ID is required, all other columns are optional. The supported columns are as follows:

  • ORGANISATION_ID

  • TITLE

  • NAME

  • EMAIL_ADDRESS

  • FACEBOOK_ID

  • TWITTER_USERNAME

  • LINKEDIN_PROFILE_URL

  • SUMMARY

  • DESCRIPTION

  • WEBSITE_URL

  • PHONE_NUMBER

  • MAILING_ADDRESS_LINE_1

  • MAILING_ADDRESS_LINE_2

  • MAILING_ADDRESS_TOWN_CITY

  • MAILING_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • MAILING_ADDRESS_ZIP_POSTCODE

  • MAILING_ADDRESS_COUNTRY_TITLE

  • BILLING_ADDRESS_LINE_1

  • BILLING_ADDRESS_LINE_2

  • BILLING_ADDRESS_TOWN_CITY

  • BILLING_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • BILLING_ADDRESS_ZIP_POSTCODE

  • BILLING_ADDRESS_COUNTRY_TITLE

  • PHYSICAL_ADDRESS_LINE_1

  • PHYSICAL_ADDRESS_LINE_2

  • PHYSICAL_ADDRESS_TOWN_CITY

  • PHYSICAL_ADDRESS_STATE_PROVINCE_REGION_COUNTY

  • PHYSICAL_ADDRESS_ZIP_POSTCODE

  • PHYSICAL_ADDRESS_COUNTRY_TITLE

  • TAG_NAMES

  • CATEGORY_NAMES

  • WEBSITE_STATUS

  • ALLOW_ON_ACCOUNT

  • PRICING_TIER_NAME

  • CREDIT_LIMIT

  • BLOCK_ORDERS_IF_CREDIT_LIMIT_EXCEEDED

  • PAGE_TITLE

  • PAGE_DESCRIPTION

  • INTERNAL_NOTE

  • XERO_CONTACT_NAME

  • CUSTOM_FIELD_[NAME]*

*The NAME component of the CUSTOM_FIELD heading should be an existing organisation custom field name.

What data do I provide when updating organisations?

When updating organisations using the import feature, it is important that the data you provide meets certain guidelines to avoid any issues. The guidelines are as follows:

  • Each row of your spreadsheet is read as a single organisation.

  • ORGANISATION_ID - must be provided and must reference an existing organisation (you can get these by doing an organisation export).

  • TITLE - cannot exceed 100 characters.*

  • NAME - must be unique, only contain letters, numbers and hyphens and cannot exceed 100 characters.*

  • EMAIL_ADDRESS - must be a valid email address and cannot exceed 320 characters.

  • FACEBOOK_ID - cannot exceed 2000 characters.

  • TWITTER_USERNAME - cannot exceed 2000 characters

  • LINKEDIN_PROFILE_URL - must be a valid URL and cannot exceed 2000 characters.

  • SUMMARY - cannot exceed 400 characters.

  • DESCRIPTION - can only contain valid HTML tags.

  • WEBSITE - must be a valid URL and cannot exceed 2000 characters.

  • PHONE_NUMBER - cannot exceed 20 characters.

  • MAILING_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • MAILING_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • MAILING_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • MAILING_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • MAILING_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • MAILING_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • BILLING_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • BILLING_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • BILLING_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • BILLING_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • BILLING_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • BILLING_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • PHYSICAL_ADDRESS_LINE_1 - cannot exceed 100 characters.

  • PHYSICAL_ADDRESS_LINE_2 - cannot exceed 100 characters.

  • PHYSICAL_ADDRESS_TOWN_CITY - cannot exceed 50 characters.

  • PHYSICAL_ADDRESS_STATE_PROVINCE_REGION_COUNTY - cannot exceed 50 characters.

  • PHYSICAL_ADDRESS_ZIP_POSTCODE - cannot exceed 10 characters.

  • PHYSICAL_ADDRESS_COUNTRY_TITLE - must reference an existing country.

  • TAG_NAMES - must reference existing organisation tag names, multiple names must be seperated by commas.

  • CATEGORY_NAMES - must reference existing organisation category names, multiple names must be seperated by commas.

  • WEBSITE_STATUS - must be either published or unpublished.*

  • ALLOW_ON_ACCOUNT - must be either yes or no.*

  • PRICING_TIER_NAME - must reference a sellable pricing tier name.*

  • CREDIT_LIMIT - must be a positive number (i.e. zero or greater)

  • BLOCK_ORDERS_IF_CREDIT_LIMIT_EXCEEDED - must be either yes or no.*

  • PAGE_TITLE - cannot exceed 100 characters.

  • PAGE_DESCRIPTION - cannot exceed 200 characters.

  • XERO_CONTACT_NAME - Xero must be connected and must reference an existing Xero contact name.

  • CUSTOM_FIELD_[NAME] - If the custom field uses the Yes/no value type then only yes or no are accepted. If the custom field uses the Pre-defined option value type, then the option name must reference an existing option for that custom field.

If a supported column is provided without any organisation data, then that value will be cleared from the relevant organisations, e.g. if a SUMMARY column was provided without any data then the summary of the relevant organisations would be cleared.

*Some organisation values cannot be empty (title, name, website status, etc) so if those supported columns have been provided, then they must contain data.

Troubleshooting

Despite our best efforts, there are still things that can go wrong while importing organisations, here are some issues that have previously been encountered:

Some numeric values are incorrect and contain an 'E+' - This is a behaviour of Microsoft Excel, when you enter a value above a certain length into a cell that is using the number data format, Excel automatically converts that number into a scientific notation with a decimal place after the first digit and an 'E+' near the end To fix the problem do the following:

  1. Open the spreadsheet in Excel and open the Data tab at the top of the page

2. Select the entire column that you are having an issue with by clicking the letter above the column heading (the whole column should be highlighted) then click the Text to Columns button.

3. This will open the Text to Columns wizard, click the Next button to skip through steps one and two. On the third step, select the Text checkbox and click the Finish button.

4. You should then see a small green triangle in all of the cells in the selected column indicating that they are now set to the text data format and can be imported correctly.

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