Merging two accounts or two contacts
From the record to keep, click Merge, search the duplicate, then Compare. The table puts both records side by side; for each field that differs, choose the value to keep. A field empty on one side takes the other side's value.
Merge moves onto the kept record:
- for an account: subsidiaries, contacts of the absorbed organization, contact roles;
- for a contact: organizations (the kept record's primary stays primary), roles, consent history;
- in both cases: the record team, shares, missing custom fields and the items of other features (activities, opportunitiesā¦).
In the other modules, an account merge also moves client contracts and support contracts to the kept organization. Invoices and credit notes already issued stay in the name of the absorbed organization, as they were invoiced, with a link to the kept organization: they appear in its timeline. Documents not yet issued move to the kept organization, except a credit note, which follows its invoice. These moves happen right after the merge, once it is saved: a merge that fails leaves these modules untouched. If both organizations each have an active support contract, the absorbed one's stays with it: sort it out by hand.
The absorbed record is then deleted; for an account, its organization is deactivated (never deleted: other modules may refer to it). You need to be able to edit the kept record and delete the absorbed one. Merging cannot be undone. An account merge that would make an account a subsidiary of one of its own subsidiaries (through the chosen parent or the transferred subsidiaries) is refused: pick another parent, or merge the other way round.
Importing accounts or contacts
Import button of the account or contact list.
- File: CSV (semicolon, comma or tab separated, UTF-8) or Excel (.xlsx, first sheet), up to 10,000 rows and 10 MB. The first row holds the headers.
- Column mapping: for each file column, choose the CRM field, or Ignore. A mapping is suggested from the headers ("Company", "SIREN", "First name", "Email"ā¦ in English, French or Spanish). The name is required. Custom fields are offered too.
- Duplicates: for a row that looks like an existing record, choose to skip it (recommended), update the matching record with the filled columns, or create it anyway (except blocking criteria).
- Report: the number of creations, updates, skipped rows and errors, then the row-by-row detail with the reason.
For an account, the Organization code column links the row to an existing organization with that code; otherwise the organization is created. For a contact, Organization code or Organization (name) sets its primary organization. A parent or organization given by name must have exactly that name (case, accents and legal form are ignored); if several accounts have that name, the row is refused: use the organization code. Owner (email) sets the owner by address.
Each row goes through the same checks as an on-screen entry (rights, duplicates, formats, history). A file is imported only once, even after a double click. The uploaded file is deleted at the latest one day later, imported or not; the stored report keeps no names or contact details.
Exporting
The Excel and CSV buttons of the lists export the filtered records you are allowed to export, with custom fields (cf.<code> columns). CSV uses semicolons and UTF-8. A cell starting with =, +, - or @ gets a leading apostrophe, so that a spreadsheet never runs it as a formula.