Note for Enhanced Records accounts: This article describes importing Sales Records. This does not apply to your account. To check if your account is on Enhanced Records, visit the Subscription page.
Instead of adding leads one by one, you can compile them into a spreadsheet and import them all into AMS+ as Sales Records. This article covers which fields you can import, things to review and consider prior to import, and how to perform an import.
Note: Imports can't be reverted or undone. For best results, test your first import with the header row and one row.
Requirements
- You must be logged into AMS+ as an Agency User or Agent CRM User.
- You must be assigned to a Security Group with the Sales Enablement Visible permission.
- You must have user account Sales permissions with View, Add, and Edit enabled for at least one Record Type. Learn more.
In this article
Importable fields
- First Name or FirstName - First name of the lead.
- Middle Name or MiddleName - Middle name of the lead.
- Last Name or LastName - Last name of the lead.
- Nickname - Nickname of the lead.
- Address - Physical address associated with the lead.
- City - City associated with the lead.
- State - State abbreviation associated with the lead.
- Zip or ZipCode or Zip Code - Zip associated with the lead.
- County - County name associated with the lead. State is required with this column.
- Email or Email Address - Lead's email address.
- Phone or Telephone - Lead's phone number.
- CellPhone or Cell - Lead's cell phone number.
- Temperature - Only options are: Hot, Warm, Cool or Cold. If the temperature setting is set to "automatic", then it will not show as a field, but will show the temperature color next to the record.
- Status - Description must match an existing Record Status Description.
- Agent - The user assigned to the lead's Sales Record. Must match the user's name exactly, and be formatted, "First Last". Use Auto to use Lead Routing Rules. Use Unassigned to remove the agent assigned.
- Agent ID - Agent ID assigned in user information. Sets the agent assigned to the lead's Sales Record.
- Coverage Type - Name of a Coverage Type (i.e. Basic Lead, Health, Life, Auto, etc). Must match one of the existing Coverage Types.
- Lead Source - Source of the lead (ex. website, referral, agent).
- Insert Date - Create date.
- Tags - Any of the Lead Tags that are currently set up in My Agency Settings. Lead Tags will be added to the record's current tags. Multiple tags should be separated by commas.
- Note - Note to add to the lead's Sales Record.
- Date of Birth or DOB - Date of birth.
- Height - Height. Tip: Use the same format as Sales i.e. 5' 5".
- Weight - Weight. Numeric value only, not letters or symbols.
- Gender or Sex - Gender (Use M, Male, F, or Female).
- Preferred Method of Contact - Preferred method of contact.
- Attachment Description - Description of a URL attachment; must be used with Attachment URL.
- Attachment URL - A link to an online file you want to store on the Sales Record as an attachment; must be used together with Attachment Description. The URL must point to a publicly accessible site or cloud storage service. If the link is private or restricted, it won't open when clicked in AMS+.
- Analytic Tables - Any Analytic Tables that have been added in My Agency Settings > Analytic Tables - Sales.
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Custom Form Fields - Any of the Custom Form Fields that are currently set up in My Agency Settings. Build these before you import (My Agency Settings > Custom Fields - Individuals).
- These fields are not importable:
- Number
- Currency
- Percent
- Checkbox
- Checkbox list
- These fields are not importable:
- ID - The id of the record. Ignore except for record updating.
Import instructions
Note: Imported Sales Records will trigger active Legacy Sales Automated Workflows.
How to import new Sales Records
- Go to a Lead List and select the IMPORT [Sales Record Type] button.
- On the Import [Sales Record Type] page, if you're only adding new records, you can skip the matching criteria sections. Keep in mind that the import will create a new record for each row in the uploaded spreadsheet.
If you plan to update existing records through this import, see this section of the article.
- Choose and upload the CSV file you wish to import, and select the NEXT STEP button to proceed.
- On the Map Import File Headers to Lead Fields page, review the field mappings.
This step displays a list of all the columns in your uploaded spreadsheet. The system will automatically attempt to match each column to a corresponding Sales Record field in AMS+. If no match is found, the column will be marked as "Do Not Import." Review the mappings and make sure all columns are assigned to the correct fields.
- Select the Import button.
Your file will be queued for import, and you will be emailed the import results when it finishes.
How to mass update existing Sales Records
We recommend running and downloading the Sales Records Report for ease of use. You can download all Sales Records you have access to or filter the report to target specific records for updating. If you use this report, simply edit the values you want to update in the system. Alternatively, you can upload any other Excel CSV file.
Once your CSV file is ready for import:
- Go to a Lead List and select the IMPORT [Sales Record Type] button.
- On the Import [Sales Record Type] page, specify matching criteria in the Match Import Records with Existing Records in your account based on field.
We recommend matching by Name and Address & Zip, or Record ID (if you're uploading the Sales Records Report spreadsheet).
- In the When we find an existing record that matches an importing record, what do you want us to do field, we recommend using the Update if Only One Matching Record is Found option.
- In the Record Types to Check for Matching Record field, choose the Record Types to check for matching Sales Records.
- Select and upload the CSV file you want to import.
- On the Map Import File Headers to Lead Fields page, review the field mappings.
This step displays a list of all the columns in your uploaded spreadsheet. The system will automatically attempt to match each column to a corresponding Sales Record field in AMS+. If no match is found, the column will be marked as "Do Not Import." Review the mappings and make sure all columns are assigned to the correct fields.
- Select the Import button.
Your file will be queued for import, and you will be emailed the import results when it finishes.
Importing FAQs
What is this mapping thing you're talking about?
When you import your file, you may have named your header differently from our field names. Not to worry, you can "map" them by choosing the appropriate match in AMS+. You'll see your spreadsheet's name and then you'll see "Do Not Import" underneath it if it doesn't match what we have in AMS+. Choose the right header to map or match to.
What format can I list my phone numbers in?
Phone numbers should not have special characters like +1(212) 111-2222. Remove the +1 and then any format is fine after that.
Do imports trigger Automated Workflows?
Yes, importing new Sales Records or mass-updating existing ones will trigger any active Legacy Sales Automated Workflows.
How can I revert an import in the system?
If you need to revert an import, use the Bulk Delete option in the Leads List as soon as possible. The longer you wait, the higher the chance that new Sales Records could be created, making the revert more difficult.
To get started:
- Run the Sales Records Report and filter by Record Type and Create Date. Set the date to match when the import was completed.
This ensures you only target the imported records, avoiding other entries.
- In the Lead List, sort by Newest Touched to filter the Sales Records and display the most recently created or updated entries.
This helps isolate records from the import.
- In the Lead List, select the checkboxes next to the Sales Records you want to delete. Then, select the Bulk Delete button to remove them.
Note: Always double-check the Sales Record Report before deleting to avoid accidentally removing records that weren't part of the import.