Step-by-Step Guide On How to Import Data in Horilla CRM

Managing business data efficiently is essential for every organization. Whether you are migrating from another CRM, uploading bulk leads from a campaign, or updating existing records, the Import Data feature in Horilla CRM makes the process smooth and structured.

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In this blog, we will walk through the complete Import Wizard in Horilla CRM using screenshots and explain each step clearly.

Step 1: Navigate to Import Data

To begin the import process:

• Go to Settings
• Click on Data Management
• Select Import Data

You will be redirected to the Import Wizard page.

The Import Wizard is divided into four steps:

1. Upload Files
2. Map Fields
3. Action
4. Import

Step 2: Upload Files

In the first step, you need to:

• Select the Module (e.g., Lead, Contact, Opportunity)
• Enter an Import Name
• Upload your file (CSV, XLS, XLSX – Max 10MB)

You can upload your own properly formatted file directly.

Optional: Download Template Before Importing

Using the template is optional. You can upload any correctly formatted file.

However, if you are unsure about field names or formatting, it is recommended to download the template.

How Template Download Works

When you click Download Template, a pop-up appears where you can:

• Select the File Format (Excel – XLSX)
• Choose the fields you want to include
• Fields marked with (*) are mandatory and cannot be deselected.
• Use Select All if required.

After selecting fields, click Download Template to generate the file.

After uploading the file and selecting the module, click Next to proceed.

Step 3: Map Fields

Field mapping ensures that the columns in your file match the fields in the CRM module.

Horilla CRM supports:

• Manual mapping
• Auto mapping (based on matching field names)
• Setting default values for fields
• Viewing sample data for verification

In this screen, you can see:

• Model Field – CRM field
• File Header – Column from your uploaded file
• Default Value – If no value is provided
• Sample Data – Preview from your file
• Status – Auto Mapped / Not Mapped

Make sure all mandatory fields are mapped before continuing.

Click Next once mapping is complete.

Step 4: Choose Import Action

Now you must define how the system should handle the data.

You have three options:

• Create a new record
• Update existing
• Create new and update existing.

You can also define how records should be matched (e.g., First Name + Last Name, Email, etc.).

This step prevents duplicate records and ensures accurate updates when needed.

Click Next to review the summary.

Step 5: Review & Confirm Import

Before completing the import, Horilla CRM shows a summary including:

• Selected Module
• Uploaded File Name
• Import Action
• Number of Mapped Fields
• Number of Unmapped Fields

When all details are reviewed and confirmed, click Import to initiate the data import.

Step 6: Import Result & Error Summary

After the import process completes, Horilla CRM displays a detailed result screen.

This screen shows:

• Records Created
• Records Updated
• Errors
• Total Rows Processed
• Success Rate
• If any errors occur during import, you can download the error template, correct the highlighted issues, and re-upload the file for a successful import.

Step 7: Import History

After the import is completed, you can track all import sessions under the Import History tab.

Here, you can see:

• Import Name
• Success Rate (%)
• Duration
• Created At
• Created By
• Download Imported File
• Download Error File

Why Use the Import Wizard?

The Import Wizard in Horilla CRM helps you:

• Import bulk records quickly
• Prevent duplicate entries
• Maintain data consistency
• Validate and preview data before final submission.
• Track import performance and errors

It is especially useful when migrating data from spreadsheets or another CRM system.

Conclusion

The Import Data feature in Horilla CRM is designed to be simple, structured, and error-resistant. With its four-step wizard — Upload, Map, Action, and Import — users can confidently upload bulk data without worrying about mismatched fields or duplicate records.

By using the Import History section, you can also monitor past imports and fix issues easily.