Importing Opportunities from a .CSV File
When you first implement Deltek CRM and any other time when you need to add multiple opportunities, you can often accomplish that more quickly and efficiently if you export the information into a .CSV (comma-separated values) file and import it from that file into Deltek CRM.
For example, if you are switching from another CRM application to Deltek CRM, it is likely that you can export your opportunity data from your old CRM application into a .CSV file and then import it into the Deltek CRM database, rather than adding each of the opportunities individually using the Add Opportunities form.
What the Opportunities Import Does
When you import opportunity information, the import process adds a new opportunity record in Deltek CRM for each opportunity in the .CSV file that does not already exist in Deltek CRM. Before you start the actual import process, you map the fields in your .CSV file to fields in Deltek CRM. You can import all data that you can enter on the Add Opportunity form, including data for custom fields. You can also import any standard or custom data that you enter on other tabs in the Opportunities area, with the exception of fields in grids. Data you enter in the grids cannot be imported. Once the opportunities are imported, use the other tabs in the Opportunities area to enter milestones, touchpoints, competitors, and team members.
If you specify companies for opportunities (primary clients, for example) in the .CSV file, the import process attempts to determine if the companies already exist in Deltek CRM. If one or more companies do not exist, the import process displays a list of those companies so you can select the ones for which you want new company records added. As with the opportunity records, once the import process creates new companies, you can go to the Companies area and enter additional information for them.
Similarly, If you specify contacts for opportunities (primary client contacts, for example) in the .CSV file, the import process attempts to determine if the contacts already exist in Deltek CRM. If one or more contacts do not exist, the import process displays a list of those contacts so you can select the ones for which you want new contact records added.
Preparing the .CSV File
After you export your opportunity information to a .CSV file, open that file in Microsoft Excel® or other compatible application, and verify that the first row of data in the file contains field names. The import process assumes that the first row contains field names, not actual data. It uses those field names during the field mapping step of the import process. You should also review the records in the file and delete any that you do not want to import into Deltek CRM. Finally, carefully review the data in the .CSV file to make sure it is correct and consistent. This is particularly important for opportunity names, company names, organization names, and contact names. Even minor differences in these from record to record will result in duplicate records in Deltek CRM.
Other than making sure the correct opportunities will be imported and the opportunity information is correct, you should not need to "clean up" the .CSV file before you run the import process. Because you explicitly map the .CSV fields to Deltek CRM fields during the import process, the field names in the file do not have to match the field names in Deltek CRM, and the order of the fields in the .CSV file does not matter. It also does not matter if the .CSV file contains fields that have no equivalent field in Deltek CRM or fields that you do not want to import for some other reason. The import process ignores fields in the file that you do not map to a Deltek CRM field.
Starting the Import Process
Only users with access to the Configuration workspace can run the import process. In addition, tablets and other devices that use the iOS operating system cannot upload files through the browser. As a result, you must run the import process using a different device, such as a laptop or an Android tablet.
To start the opportunity import process, click Opportunities on the Imports tab in the Integrations & Imports area of the Configuration workspace.
Mapping .CSV Fields to Deltek CRM Fields
The import process first asks you to select the .CSV file from which you want to import data and then displays the Import Opportunities From CSV dialog box so you can map .CSV fields to Deltek CRM fields. The first time you display this dialog box, Deltek CRM attempts to provide default field mappings based on the field names in your .CSV file and the field names in Deltek CRM. Review those default mappings and change any that are incorrect. Thereafter, your previous field mappings display by default.
For each .CSV field in the SOURCE FILE FIELD column that you want to import into Deltek CRM, select the corresponding Deltek CRM field in the DELTEK FIELD column. If the .CSV file contains fields that you do not want to import, select Do not import for those fields.
Options for Duplicate Records
- Select Do not import duplicate records if you do not want to import any information for an opportunity that already exists.
- Select Update duplicate records if you want the import process to update fields in Deltek CRM for an opportunity that already exists. If a field in the existing record is blank or contains information that is different from information in the mapped field in the .CSV file, the field in the existing record is updated with the information from the .CSV file. If you maintain opportunity information in other applications, this option enables you to use the import process to keep the corresponding information in Deltek CRM up to date.
The import process checks for an existing opportunity with either the same name or opportunity ID. If the name or ID matches, the opportunity in the .CSV file is considered a duplicate.
Import Errors
If the import process is unable to import one or more records (because of required data that is missing from the .CSV file, for example), a message displays at the top of the Deltek CRM page.
Click the Download the CSV file link in the message to review the records that were not imported and the reasons why the imports failed.
Imported Opportunity Information
You can use the opportunities import process to import all data that you can enter on the Add Opportunity form, including data for custom fields. You can also import any standard or custom data that you enter on other tabs in the Opportunities area, with the exception of fields in grids and the WEIGHTED REVENUE and DAYS OPEN fields, which contain values that are calculated based on other fields.
The following table provides notes about some of the imported fields. (This is not a complete list of the fields you can import).
| Field | Notes |
|---|---|
| Opportunity Name | This field is required. If you do not specify an opportunity name that is mapped to the NAME field in the Opportunities area in Deltek CRM, the opportunity information is not imported. |
| Probability | The probability for the opportunity must match either the code or the description of a probability in the drop-down list of standard probabilities. If it does not, the opportunity is imported but the PROBABILITY field is left blank. |
| Date Opened | Dates to be imported into the DATE OPENED field should be in the date format specified in the My Settings dialog box of the person who runs the import process. |
| Organization | If your firm sets up organizations in Deltek CRM, you have the option to assign opportunities to organizations. Each value in the organization field in your .CSV file must match an existing organization name exactly. If the organization for an opportunity you are importing does not match an existing organization, the opportunity is imported but the ORGANIZATION field is left blank. |
| Primary Client | The import process checks for an exact match with an existing company name or company alias. If the company already exists in Deltek CRM, that company is accepted as the primary client for the opportunity. If no match is found, the company is displayed in the New Company/Contact Records dialog box so you can indicate if you want a company record created for it in Deltek CRM. |
| Primary Contact | To import primary contacts for opportunities, you must map .CSV fields to Primary Contact First Name, Primary Contact Last Name, and Company (the primary client company). The import process checks for an existing contact with the same first name and last name or preferred name and last name and the same company. If the contact already exists in Deltek CRM, that contact is accepted as the primary contact for the opportunity. If no match is found, the contact is displayed in the New Company/Contact Records dialog box so you can indicate if you want a contact record created for it in Deltek CRM. |
|
Project Manager Principal Supervisor |
To import project managers, principals, or supervisors for opportunities, you must map first name and last name fields in the .CSV file to the corresponding first name and last name fields in Deltek CRM. The import process checks for an existing employee with the same first name and last name or preferred name and last name. If the employee already exists in Deltek CRM, he or she is assigned to the indicated role for the opportunity. If no match is found, the opportunity is imported but no employee is assigned to that role for the opportunity. |
| State/Province and Country |
The country in an opportunity location must match a country in the drop-down list of standard country names. If it does not, the COUNTRY field is left blank. If an address includes both a state/province and a country, the state/province in the .CSV file must match either a state/province code or state/province name in the drop-down list of standard states for that country. If it does not, the STATE/PROVINCE field is left blank. If an address includes a valid state/province code or name but not a country, the import process assigns the country for that state to the COUNTRY field. |
| County | The county in an opportunity location does not have to exist in the drop-down list of standard counties in Deltek CRM. If it is not in that list, it is entered in the COUNTY field for that opportunity record but is not added to the standard list of counties. |
| Drop-down fields | A field in the .CSV file that is mapped to a field in Deltek CRM that has a drop-down list of valid values must contain a value that exactly matches one of those valid values. If the value in the import file does not match a valid value for the field in Deltek CRM, the opportunity is imported but that field is left blank. |
| Custom fields (general) | The format of data to be imported into a custom field must be compatible with the type of custom field. For example, you can only import numeric data into a number field. If the format is not correct, the opportunity is imported, but the custom field is left blank. |
| Custom date field | Dates to be imported into a custom date field should be in the date format specified in the My Settings dialog box of the person who runs the import process. |
| Custom drop-down field | Values to be imported into a custom drop-down field must match one of the standard values for that field. If a value does not match a standard value, the opportunity is imported but the field is left blank. |
| Custom lookup field | Values to be imported into a custom lookup field must match a name exactly. For employee or contact lookups, they must match either a first name + last name or preferred name + last name. For a company lookup, they must match either a company name or company alias. If there is no match, the opportunity is imported but the field is left blank. |
| Custom check boxes | Custom check boxes are selected (checked) if the imported value is either Yes or Y and are not selected if the value is No or N. |