Managing Data

• Importing & Exporting Records
• Duplicates, Mass Updates & Cleanup

Importing & Exporting Records

Exporting

• Open any list view (e.g. Contacts), filter if you like, select records (or all), then Export.
• Choose the format (CSV or XLSX) and which fields to include.
• Exports are useful for reporting, a quick safety copy before a risky change, or prepping data for re-import.

Exported files often contain personal information. Store them responsibly and delete working copies when you're done.

Importing

Administration → Import.

1. Choose the record type and upload your file (CSV).
2. Map each column to a field. Getting this wrong writes data into the wrong place.
3. Match by a field (often email) so existing records are updated rather than duplicated.
4. Set the options (e.g. how to treat existing values) and run the preview.
5. Import.

Always test a real import first — in the Sandbox, or with just a handful of rows in Production — before running a big one. A wrong mapping or match field can create hundreds of duplicates or overwrite good data. Keep the source file so you can correct and re-run.

Tips for clean imports

• Tidy the spreadsheet first: consistent dates, phone formats, no stray columns.
• Use a stable match field (email is common) to update instead of duplicate.
• Import related records in dependency order — the thing being referred to before the thing that refers to it.

Duplicates, Mass Updates & Cleanup

Finding & merging duplicates

• The CRM flags likely duplicates when records are created, and you can hunt for them with filtered/sorted list views (by name or email).
• To merge: select two or more records in a list → Merge → choose which values to keep → confirm. Merging combines them into one and preserves their links.

Merging is not easily undone. Double-check you're merging the right records and keeping the right values.

Mass updates

• Select records in a list view → Mass Update → choose the field(s) and the new value → apply to all selected.
• Handy for bulk reassignment, status changes, or team changes.

A mass update changes every selected record at once. Check your filter and selection before applying. Sandbox-test anything large or unfamiliar.

Mass delete

• Select records → Remove.

⚠️ Deletion is the most dangerous bulk action. Confirm the exact filter and selection. Prefer deactivating or closing records where the record type allows it. For anything beyond a few obvious junk rows, Sandbox-test the exact filter first and take an export as a backup immediately before deleting.

If you delete something by mistake

Stop making changes. Recovery usually means restoring from backup, which is time-sensitive — the sooner you raise it, the more recoverable it is. See Troubleshooting & Recovery and Getting Help and Next Steps right away.