Import contacts and presenters

In this article

The following article outlines how to use the contact importer to create or update existing contacts in bulk.

• Overview
• Key points
• Using the importer
• Rules for updating contacts using the importer
• All columns and rules
• Importing custom contact information

Overview

Arlo allows you to import contacts from a spreadsheet using the contact importer. This allows you to create new contacts and update existing records. It can be used for a one-off import or as part of a routine process to keep contact records synchronized with another system, e.g. HR, CRM, or member database. 

Read our tips and tricks for importing data.

Note: The importer is only available on Arlo Professional and Arlo Enterprise. Contact Arlo Sales if you wish to upgrade.

Key points

• Requires only the FirstName, LastName, EmailAddress, and Status columns to be included in the import file. All other supported columns can be added or omitted as required.
  
• Supports linking contacts with existing organisations or creates new organisations if they do not already exist.
• Matches and updates existing contacts' details if the rules for updating contacts are followed.
• Supports the ability to add a presenter role to contacts and set up/update presenters' information.
• The import file must be a CSV (Comma delimited) file type. Use the Save as. feature in Microsoft Excel to save the import file in the correct file type format.
• The default limit for a contact import is 1000 at a time. Contact Arlo Support to increase this limit.
• For regional platforms, the Regions field must be included in files when creating or editing contact records. If not included, the contacts in the file will be added to all regions (irrespective of any previous regions they were available/not available in).

Using the importer

• Open the Contacts menu.
  
• Select More... and click Import Contacts.
  
• Click Download the template file and fill it in with the information you would like to import. Ensure you review the columns and rules for using the importer.
  
• Choose whether or not you want to update existing contact information, with any new information on the import file detected. Learn more about rules for updating contacts using the importer.
  
• Choose whether you would like organisations to be automatically linked to imported contacts based on the domain of their email address.
  
• Add your completed CSV import file to the wizard by pressing Browse.
  
• Press Upload Contacts to begin the import. If any errors are detected they will be displayed on-screen.

Rules for updating existing contacts information

The importer is designed to allow you to update the details of existing contacts. Arlo will attempt to match a contact being imported with an existing contact when;

• The IDKey field is the same, or
• The FirstName, LastName, and EmailAddress are the same

The system will first attempt to match on IDKey first, and then Firstname, Lastname, and EmailAddress. If the system matches IDKey with an existing contact, all information including names and email address can be changed. This is useful if you need to change existing customers names, without creating a new record.

Important: If you try to update a contact's first name, last name, or email, without including the IDKey in the import file, a new contact will be created.

Access the IDKey to use to update existing contacts name and email details

• Open the Contacts menu.
  
• Select Export all contact information, with date offset.
  
• The IDKey can be found in the Contact_Key column of the export.
• Copy the Contact_Key column from the export, to a new column, labeled IDKey in the contact import file.
• When completing the import, tick Update existing contact's information to activate this option.
  

Rules for updating existing contact information

If you choose to update existing information where a match is found, the following rules apply;

• If the existing contact contains data in a field, and the same field being imported has no value (is blank), then the data in the existing field will be deleted.
  Hint: If you don't want the existing data to be deleted from these records, delete the columns from the sheet in Excel.
• If the existing contact contains data in a field, and the same field being imported also contains data, then the data in the existing field will be updated with the data being imported.
• If the existing contact contains data in a field, but the field is not included in the file being imported, then the existing data will remain unchanged. 

If you do not choose to update existing information, then where a match is found the details for the existing contact will not be updated.

All columns and rules

The following table provides a list of columns that can be included in your import file. The table also includes any additional rules that must be followed for an import to be successful.

• Column headings are not case sensitive.
• Each of the fields listed must be activated on your platform before they are visible when editing a contact. Read more information about adding fields.
• All fields have a maximum number of characters that they will accept. Typically this is either 63 or 127 characters. 
• If an import fails with an 'Inner Exception' error, look for a field in your import file that exceeds this character limit then edit it down.

Importing custom contact information

Custom contact fields can be imported with your contacts if they have been created in Arlo. If your custom fields do not exist, read more information about adding fields.

• Open the Settings menu.
  
• Select Fields.
• Select Contacts.
  
• Find the custom field you would like to import and press Edit.
• Copy the System Name and paste it into your import template as a new column.
  
• Fill in the information you would like to import into the fields, in the new column.
• Repeat for other fields, as required.
• Complete the standard import process.