Switching from another CRM or a spreadsheet usually means hundreds of contacts to move. Import Data reads a CSV file, lines its columns up with Raptor Neo’s fields, and checks every row before anything is saved. When a row lines up with an existing contact, Raptor Neo updates that record, and blank cells never wipe what’s already stored. Anything without a match comes in as a new contact under your name.
Before you start
- Save the file as CSV with UTF-8 encoding, with the column headers in the first row. One file can hold up to 10,000 rows.
- Each row is tested against Raptor Neo’s validation rules, so values must be in the right format. The table at the end shows the common ones.
- Contact roles and statuses must be ones your workspace uses, such as Buyer, Tenant or Landlord. A row with no status comes in as New. Source has to match one of the names under Settings → Contact Sources; see setting up your agency’s lists.
- Importing needs the Add permission on Contacts. To update contacts that already exist, you also need Edit, and only contacts you can edit are changed. New contacts belong to the person who imports them.
Upload the file
- Go to Contacts.
- Click the ⋯ button at the top right, then Import Data.
- Drag your CSV onto the window, or click to pick it from your computer.
Match the columns
Next, Raptor Neo shows Columns in your file on one side and a Label in Raptor Neo dropdown for each on the other.
- Look over what’s been matched already. Headers like Surname, Mobile or E-mail are picked up automatically and get a green tick.
- Where a column shows Select, it has no match yet: pick the right field from the dropdown, or correct the values it flags.
- Drop a column you don’t need with its bin icon.
- Click Test Data.
Each Raptor Neo field can be matched to one column only. The fields on offer are the sample file’s 50 columns, covering basic details, the buyer profile, the tenant profile and landlord preferences.
Test first, then import
Test Data runs every row through the checks without saving a thing. When the test passes, a message tells you how many contacts are ready, split into new ones and updates. When it fails, the columns with problems are flagged, and Download error report gives you a CSV of the failing rows with an Error column saying what’s wrong. To clear an error, correct the file and upload it once more, rematch the column, or remove it. After any change, run the test again.
- Click Import to Raptor Neo. It’s ready to click when all your columns are matched and the test has passed.
- The import carries on in the background. When it’s finished, you get an email with the totals.
How duplicates are handled
Rows that match a contact you already have update it rather than creating a second one. Blank cells leave the stored details as they are, and roles and tags in the file are added to the contact’s existing ones. Rows with no match are added as new contacts, and you’re their owner. If the same contact appears twice in your file, the test points out both rows. For the check that runs when someone adds a contact by hand, see avoiding duplicate contacts.
Formats that pass the test
| Field | What to enter |
|---|---|
| Fields with several values | Separate the values with a semicolon, e.g. Dubai Marina; Business Bay |
| Budgets and other numbers | Digits only, without a currency symbol or unit |
| Area Code | Up to 4 digits (at least 1); a leading + is optional, e.g. +971 |
| Phone | Between 6 and 14 digits, leaving out the area code, e.g. 501234567 |
| Yes/No fields | Yes / No, Y / N, True / False, or 1 / 0 |
| Dates | YYYY-MM-DD |
Listings and properties
Listings and properties each have an Import Data option of their own, in the ⋯ menu on their list pages.
- Upload a CSV with up to 10,000 rows. The import adds new listings and properties, and updates the ones you already have.
- An email lets you know when it’s done.
- It’s open to anyone with Add and Edit rights on Properties, on Listings, or on both.
Locations can be imported by CSV too. Super Admins, and anyone whose role includes Configurations, will find it under Settings → Configurations → Locations → Import Data. A file can describe up to 4 levels, and existing locations are never renamed or removed: this import only adds.
