Import & Export Data

Learn how to work with contact data in bulk using spreadsheets. This guide covers how to export contacts, prepare files in Excel or Google Sheets, perform bulk imports, and automatically convert contacts into active sales pipeline leads.

Step-by-Step Guide

Section 1: Exporting Data from ValStorm

To get a template for your data import, the easiest way is to start by exporting existing data to establish the correct column headers.

Steps to Export:

1. Navigate to the Contacts module (or any target object list view in ValStorm).
2. Click the Export button in the header of the main content area.
3. Check your registered email inbox. You will receive an automated email containing a secure download link for your CSV file.
4. Download the CSV file and open it using Microsoft Excel or Google Sheets.

Section 2: Preparing Your Spreadsheet for Import

Preparing your spreadsheet properly is crucial to ensure a clean import without errors.

Step 1: Clean Up Unused Columns

• Date Columns: Delete columns like Created Date and Modified Date unless you are actively backdating old records.
• Full Name Column: Delete the merged Name column; ValStorm relies on separate First Name and Last Name columns.
• Unnecessary Fields: Select and delete any columns that are empty or not applicable to your current import.

Step 2: Handle ID Column Based on Your Goal

• For NEW Records (Create): Delete the ID column entirely. Leaving old or invalid IDs in this column will cause the import to fail.
• For Bulk UPDATES or DELETIONS: Keep the ID column intact. ValStorm uses these unique IDs to identify which records to modify or delete in bulk.

Step 3: Format Your Data Fields

• First & Last Name: Ensure separate columns exist for First Name and Last Name.
• Phone Numbers (CRITICAL Excel Pitfall):
  • Always include hyphens (e.g., 123-456-7890) or use a leading single quote (').
  • If you enter plain digits, Excel will treat the phone number as a large numeric value and convert it to scientific notation or remove leading zeros, corrupting the numbers on import.
• Automatic Lead Generation: Locate the Create a Lead column and type true for any contact you want to instantly convert into an active lead in your sales pipeline.
• Tagging (CRITICAL Syntax Boundary):
  • Tags are powerful for dynamic list filtering. You can assign multiple tags to a record.
  • Always separate multiple tags using a semicolon (;) (e.g., client;SMB;service).
  • NEVER use commas (,) to separate tags, as commas will break the CSV structure and corrupt your columns.

Section 3: Importing Data into ValStorm

ValStorm allows bulk imports across all database objects using this exact same process.

Step-by-Step Import:

1. Return to ValStorm and navigate to your target module (e.g., Contacts).
2. Click the Import button in the main header.
3. Select your import action:
   • Create: Choose this if you are uploading brand new contacts (with no ID column).
   • Update / Delete: Choose this if you are updating existing records using the original ID column.
4. Click the upload box, select your prepared CSV file from your computer's downloads, and run the import.

Section 4: Verifying the Import

After running the import, always perform these verification checks:

1. Contacts List: Go to your Contacts list and ensure the new names (e.g., Mac Davis, Tyler Jones, Mandy Lane) show up with their respective phone numbers and formatted tags.
2. Leads Pipeline: Go to your Leads list to verify that the contacts marked with Create a Lead = true were automatically converted into active pipeline leads with their phone numbers and emails pre-filled.

---

Video Guide

Direct Stream: Video