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How to import leads and lead activities

Import leads & sales

Navigate to System Configuration > Lead Management > Import Leads to import .csv lists of leads into Sellfire to create new leads, update existing leads, assign leads directly to reps, and/or import sales.

If you have configured Routing Rules and the leads in your import meet the rules' criteria, those leads will be automatically assigned to reps according to those rules, so we recommend that you validate which Routing Rules are activated (in System Configuration > Transfers and Routing > Routing Rules) prior to completing imports and toggling them off while the import is in progress if you do not want to assign the leads that you are importing per those rules.

Requirements

.csv columns

      1. The columns that you use for your .csv import need to align exactly with Sellfire field names. A full list of .csv column headers that align with system and your custom fields in Sellfire can be found by clicking the Download CSV Template button.
      2. In every import, it is required for each lead (row) to have a value in the following columns:
        1. business_name
        2. primary_phone_number
          • Format: 10 digits without any symbols or spaces. For U.S. and Canadian numbers, a "1" may also be included in front of the 10-digit phone number (for a total of 11 digits), and a "+1" may also be included in front of the 10-digit phone number (for a total of 12 characters).
        3. state
          • Format: 2-letter state abbreviations

Dropdown field values

If you are importing data into dropdown fields, including "industry," "sub_industry," "lead_source," and any custom dropdown fields that you have created, the data needs to match exactly with the current selections that you have configured for those fields in the System Configuration > Your Organization > Field Manager section. If the dropdown data does not match, the associated lead(s) will not import.

Multi-select dropdown field values

If you are importing multiple selections into multi-select dropdown fields, multiple values can be entered in the same cell of the field's column in the import separated by a comma and a space.

"value1, value2"

Boolean (true / false) field values

If you are importing data into boolean fields (true / false checkbox fields), the values in those columns in the .csv must be "true", "false", "yes", or "no".

Date / time field values

If you are importing data into date/time fields, use one of the following formats:

MM/dd/yyyy HH:mm MM-dd-yyyy HH:mm yyyy/MM/dd HH:mm

yyyy-MM-dd HH:mm

For example, January 1, 2024 at 5:00pm UTC could be "01/02/2024 17:00".

Notes:

      • All times are imported in Coordinated Universal Time (UTC) by default, which is 4 hours ahead of eastern daylight time (EDT), 5 hours ahead of eastern standard time (EST) and central daylight time (CDT), 6 hours ahead of central standard time (CST) and mountain daylight time (MDT), 7 hours ahead of mountain standard time (MST) and pacific daylight time (PDT), and 8 hours ahead of pacific standard time (PST). If you would like to attach the timezone of the activity in the import, you can do so by adding "-0400" for EDT, "-0500" for EST and CDT, "-0600" for CST and MDT, "-0700" for MST and PDT, and "-0800" for PST in the same cell after the time.
        For example, if the activity happened on January 2, 2024 at 5:00pm CST, you could enter "01/02/2024 17:00 -0600" in that cell in the import.
        If the activity happened on May 1, 2024 at 5:00pm CDT, you could enter "05/01/2024 17:00 -0500" in that cell in the import.
      • If no specific time exists in the import, the activity will be imported at 12:00 AM UTC on the date that is included in the import.

Assigning lead ownership to reps

If assigning leads directly to reps from the import, the reps' email addresses that are associated with their Sellfire Editions need to be included in the "owned" column of the import.

Maximum number of rows in a single import

There is a maximum of 50,000 rows allowed in a single import. Multiple imports can be queued simultaneously, and they will be completed in the order that they were started.

Create new leads

New leads will be created in Sellfire if the Primary Phone Number included in your import does not match any existing Primary Phone Numbers in Sellfire. To create new leads:

    1. Click the Import CSV button in the upper right section of the page.
    2. Select the .csv file that you would like to import.
    3. An in progress notification will be shown. If it is a large import, it may take some time to import all of the leads. While the leads are importing, you can navigate to other areas of Sellfire and complete other tasks.
    4. Once the import is complete, you will receive a notification.

Note: If your Routing Rules' "Integration or CSV" toggles are turned on and the leads that you are importing meet any of the rules' criteria, the leads in the import will automatically be routed to those reps upon import. If this is not wanted, ensure you turn off applicable Routing Rules' "Integration or CSV" toggles via System Configuration > Transfers and Routing > Routing Rules prior to completing the import.

Update existing leads

Once you have imported a .csv of leads, if you would like to update or append data to existing leads in Sellfire via that import, click the Resolve button in the Duplicates column of the row of the associated import in Sellfire (shown below).

A1

Notes: blank values in the import do not overwrite existing values in Sellfire.

If your Routing Rules' "Integration or CSV" toggles are turned on and the leads that you are importing meet any of the rules' criteria, the leads in the import will automatically be routed to those reps upon import. If this is not wanted, ensure you turn off applicable Routing Rules' "Integration or CSV" toggles via System Configuration > Transfers and Routing > Routing Rules prior to completing the import.

Transitioning in progress leads to Sellfire

You are able to import leads that are mid-sales cycle in other platforms by using the "phase" column in the import to dictate at which point in the sales cycle those leads should start once they're in Sellfire.

Sellfire lead sales cycle phases

Cold Call - Cold: Prior to making contact with a lead in the current sales cycle.
Cold Call - Working Number: After determining it is a working number.
Cold Call - NDM: After contact has been made to the Non-Decision Maker (NDM).
Cold Call - DM: After contact has been made to the Decision Maker (DM).
Held Phase: Once a demo has been set and it's not past the scheduled demo time.
Post Initial Held Phase - Demo Not Held: After a demo has been set but it wasn't held at the scheduled time.
Post Hold Phase: Once a demo has been held.
Customer: Current customers that are removed from automated circulation until an Enablement user moves them to another phase or assigns them to reps (moving them back to the cold call phase).
Resting: Out of circulation for a period of time dictated by what’s configured in System Configuration > Resting Rules.
Resting - Cold Call: Leads that were put into resting while in the cold call phase.
Retired: Out of automated circulation until an Enablement user moves them to another phase or assigns them to reps (moving them back to the cold call phase).
Retired - Cold Call: Leads that were put into retired while in the cold call phase.

Adding previous notes to leads

To add previous notes and/or history that you would want reps to have in Sellfire from other systems, include a "notes" column in your import with any pertinent information. The information entered in that column for each lead (row) will populate as call notes in Sellfire. The call notes will be timestamped with the date and time of the import.

Adding future events to leads

To import future specific time callbacks, demos, and decision calls to Sellfire from other systems, reference the Import events & demo hold activities section below.

Ensuring existing Salesforce & HubSpot accounts, leads, companies & contacts are synced

If you are creating leads in Sellfire that already exist in your connected Salesforce and/or HubSpot instance(s), to ensure those leads' data remains in sync per your integration field mapping configurations in Sellfire, you will need to include the Salesforce and/or HubSpot IDs for those leads as part of the .csv import.

      • For the Salesforce lead ID, you will need to include a "sf_lead_id" column. One Sellfire lead can have either a Salesforce lead ID OR a Salesforce contact ID; not both at the same time.
      • For the Salesforce contact ID, you will need to include a "sf_contact_id" column. One Sellfire lead can have either a Salesforce lead ID OR a Salesforce contact ID; not both at the same time.
      • For the Salesforce account ID, you will need to include a "sf_account_id" column.
      • For the HubSpot company ID (only use if the Sellfire Lead object is connected to the HubSpot Company object), you will need to include a "hubspot_company_id" column.
      • For the HubSpot contact ID (only use if the Sellfire Lead object is connected to the HubSpot Contact object), you will need to include a "hubspot_id" column.

Note that if you create leads in Sellfire that already exist in your connected Salesforce and/or HubSpot instances and you do not include their Salesforce / HubSpot IDs in the .csv import of those leads, those leads will not sync between Sellfire and Salesforce / HubSpot unless you subsequently append those IDs to the Sellfire leads with another .csv import (using the primary_phone_number as the Sellfire lead identifier).

Opting leads in and out of emails and SMS

If you would like to opt leads in or out of emails and/or SMS, include columns for "email_sub_status" and/or "sms_sub_status" with the values "true", "false", "yes" or "no" depending upon if you are wanting to opt them in or out of those channels of communication. If leads are opted out, they will not be automatically contacted from Sellfire and reps cannot manually contact them via those specific communication channels.

Note that if a prospect has texted "STOP" to a phone number associated with your reps' Sellfire accounts to unsubscribe from SMS messaging, they cannot be manually opted back in individually through the Sellfire interface or via a .csv import. They would need to text "START" to resubscribe to SMS messages from your organization.

Import sales

Import sales and revenue data associated with those sales so that data is reflected in Sellfire dashboard reporting. Once imported, these sales will appear in Lead Detail pages and dashboard reporting in the same way that sales processed by reps in Sellfire appear.

Required .csv columns*

    • business_name (required in all .csv lead imports)
    • primary_phone_number (required in all .csv lead imports)
    • state (required in all .csv lead imports)
    • import_sale
      • The value in this cell needs to be "true" or "yes".
    • owned
      • The email addresses associated with reps' Sellfire Editions.
    • product_title_1
      • This value needs to exactly match the name of one of your existing products in Sellfire.
      • Your current products in Sellfire can be found in System Configuration > Your Organization > Manage Products.
    • quantity_1
      • The number of product_title_1 included in the sale.
    • sale_date
      • The date and time of the sale in a supported date format (included above).
      • If no date and time are included, the sale will be registered in Sellfire as the date and time that the .csv import was completed.

Optional .csv columns*

    • payment_terms
      • This value needs to exactly match one of your existing payment terms options in Sellfire.
    • prepayment
      • This value needs to exactly match one of your existing prepayment options in Sellfire.
    • contract_duration
      • This value needs to exactly match one of your existing contract duration options in Sellfire.
    • notes_for_cs
    • sfdc_integration
      • Enter "true" or "yes" to push this sale to Salesforce (using your configured Salesforce field mapping) once it is imported.
    • hubspot_integration
      • Enter "true" or "yes" to push this sale to HubSpot (using your configured HubSpot field mapping) once it is imported.
    • discount_1
      • This value needs to exactly match one of your existing discount options for product_title_1.
    • override_price_1
      • This value will override any product pricing and discounts for product_title_1. This can be any number.
    • product_title_2
    • quantity_2
    • discount_2
    • override_price_2
    • product_title_3
    • quantity_3
    • discount_3
    • override_price_3
    • product_title_4
    • quantity_4
    • discount_4
    • override_price_4
    • product_title_5
    • quantity_5
    • discount_5
    • override_price_5

* All column header names can be downloaded by clicking Download CSV Template at the top left of the System Configuration > Lead Management > Import Leads screen.

Error reporting

If leads fail to be created or updated from .csv imports, they will be populated in an error report that you can download by clicking Download in the Error Report column for your import. The error reason can be found in the far right column of that report.

Import events & demo hold activities

Navigate to System Configuration > Lead Management > Import Activity to import .csv lists of events (scheduled callbacks, demos, rescheduled demos, follow up demos, decision calls) and demo holds. These activities will appear in dashboard reporting, Lead Detail pages, and calendars (future events) in the same places that they appear when reps make them in Sellfire.

All activity imports: required .csv columns*

    • lead_id
      • The Sellfire lead ID. This can be found in lead exports and after "...lead-detail/" at the end of the URL in Lead Detail pages (shown below).
        A2
    • communication_type
      • The value in this cell must equal "Phone".
    • activity_date
      • The date and time that the activity took place. The date and time formatting is the same as described above in the Import leads & sales > Requirements > Date / time field values section.
    • person_spoke_to
      • The prospect that was spoken to for the event/activity.
      • Pick one: DM, NDM, or DMviaNDM
    • phase
      • The Sellfire phase that the lead was in at the time the activity took place. This will vary based on the types of activities that you are importing. Details in the additional required .csv columns for those specific activities below.
    • activity_owner

Event sets: additional required .csv columns*

    • is_future_event
      • If the event is in the future, the value in this cell must equal "true" or "yes".
      • If the event is in the past, a value in this column is not required.
    • event_type
      • Pick one: ScheduleCallback, Demo, RescheduleDemo, FollowUpDemo, DecisionCall
    • phase
      • The Sellfire phase that the lead was in before the activity that you are importing took place.
      • Pick one:
        • ColdCallCold
          • Used with the ScheduleCallback, Demo, FollowUpDemo, and DecisionCall event types.
        • ColdCallWorkingNum
          • Used with the ScheduleCallback, Demo, FollowUpDemo, and DecisionCall event types.
        • ColdCallNDM
          • Used with the ScheduleCallback, Demo, FollowUpDemo, and DecisionCall event types.
        • ColdCallDM
          • Used with the ScheduleCallback, Demo, FollowUpDemo, and DecisionCall event types.
        • HeldPhase
          • Used with the RescheduleDemo event type.
        • PostHoldPhase
          • Used with the FollowUpDemo and DecisionCall event types.
        • PostInitialHelPhaseDemoNotHeld
          • Used with the ScheduleCallback and RescheduleDemo event types.
    • disposition_type (if importing holds, see the "Demo holds: additional required .csv columns" section below for the required disposition_types)
      • The call result associated with the activity.
      • ScheduleCallback event type (pick one): ProspectInterested, NDMInterested
      • Demo event type (pick one): ScheduleDemoWithDM, ScheduleDemoWithNDM
      • RescheduleDemo event type (pick one): DemoRescheduledWithDM, DemoRescheduledWithNDM
      • FollowUpDemo event type (pick one): ScheduleFUDemoWithDM, ScheduleFUDemoWithNDM
      • DecisionCall event type: ScheduledDecisionCall
    • event_start_time
      • For future events, the date and time that the event will start.
      • This must be in the future. The date and time formatting is the same as described above in the Import leads & sales > Requirements > Date / time field values section.
    • event_end_time
      • For future events, the date and time that the event will end.
      • This must be in the future and after the event_start_time. The date and time formatting is the same as described above in the Import leads & sales > Requirements > Date / time field values section.
    • what
      • For future events, the subject line of the Event Detail page in Sellfire (shown below).
    • where
      • For future events, the event location of the Event Detail page in Sellfire (shown below).
      • Default is "Computer + Phone"
    • description
      • For future events, the event description of the Event Detail page in Sellfire (shown below).
        A3
    • demo_owner_user
      • If the user who will attempt to hold a demo is different than the user who set the demo, enter the user who will attempt to hold the demo here.
      • If the user who will attempt to hold a demo is the same as the user who set the demo, this column is not required in the import.
      • The reps' email addresses associated with their Sellfire Editions OR their Sellfire user IDs, which can be found in and exported from System Configuration > Your Organization > Sales Teams > List view. This is the rep that completed the activity (made the set, held the demo, etc.).
    • route_lead
      • For future events, if you would like to send the lead and activity through your System Configuration > Transfers and Routing > Routing Rules, enter "yes" or "true" in this cell.
      • The demo_owner_user cell for this activity must be blank.
      • The lead must meet the criteria of an active Routing Rule to successfully route to a rep.

Demo holds: additional required .csv columns*

    • phase
      • The Sellfire phase that the lead was in before the demo hold took place.
      • Pick one:
        • ColdCallCold
          • Used with Demo event type.
        • ColdCallWorkingNum
          • Used with Demo event type.
        • ColdCallNDM
          • Used with Demo event type.
        • ColdCallDM
          • Used with Demo event type.
        • HeldPhase
          • Used with the Demo and RescheduleDemo event types.
        • PostHoldPhase
          • Used with the FollowUpDemo event type.
        • PostInitialHelPhaseDemoNotHeld
          • Used with the RescheduleDemo event type .
    • disposition_type
      • The call result associated with the demo hold.
      • Pick one: HeldDemoStillInterested, HeldDemoNotInterested, NDMHeldDemoStillInterested, NDMHeldDemoNotInterested, HeldDemoScheduledDecisionCall, NDMHeldDemoScheduledDecisionCall

* All column header names can be downloaded by clicking Download CSV Template at the top left of the System Configuration > Lead Management > Import Activity screen.