How to bulk import organization profiles

In addition to creating individual organization profiles, Admin users can also import profiles in bulk. Data is imported using an Excel spreadsheet template with multiple worksheets, one for each organization type you've added. All you need to do is download the template, enter your data, and upload it to your LibCRM system.


Step 1. Download the Excel template

  1. Log into LibCRM and go to Admin > Import Organizations.
  2. Click the Download Excel Template button to download the import template for your system.
    • Important: the spreadsheet has embedded metadata that maps back to your LibCRM instance, so you must download and use this template. You cannot use a spreadsheet that you've created from scratch.

The Download Excel Template button

  1. Open the spreadsheet in Excel.
    1. After opening the Template, Excel may alert you that you are viewing the spreadsheet in Protected View. If this happens, click the red banner to view more info.
    2. Then, when viewing the file's Info, click the Edit Anyway button to enable editing.

The Protected View banner in Excel

The Edit Anyway button in Excel

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Step 2. Add profile data to the Excel template

The Excel spreadsheet template consists of multiple worksheets (In Excel, these display as tabs at the bottom of the window), with each one corresponding to those fields listed under Admin > Manage Form Fields > Fields for Organization Types.

  • The System Fields worksheet will contain the "Organization System Fields" listed under Admin > Manage Form Fields > Fields for Organization Types.
    • This contains required fields for all Organization Profiles, so you will always add data to this worksheet.
  • The Fields Applicable to All Types worksheet will contain the "Fields Applicable to All Types" listed under Admin > Manage Form Fields > Fields for Organization Types.
    • These may include required fields, depending upon how you've set up your LibCRM system.
  • The remaining worksheets will correspond to the fields specific to each of your Organization Types. These will be listed in the boxes below "Fields Applicable to All Types" under Admin > Manage Form Fields > Fields for Organization Types.
    • For example, if your system has a "Department" organization type, then your Excel template will have a "Department Fields" worksheet. This worksheet will contain the "Department Type Specific Fields" listed under Admin > Manage Form Fields > Fields for Organization Types.
    • Each organization type may include required fields, depending upon how you've set up your LibCRM system.

This means each organization you want to import may have data spread across 3 worksheets (tabs) in your Excel template. The steps below outline how to add an organization to the template.

  1. Under the System Fields tab, list each organization you want to import:
    • For Primary Type, enter the Organization Type to assign to that profile (as listed under Admin > Manage Form Fields > Person/Organization Types).
    • Enter the Organization Name.
    • In the Owner Email, enter the email address of the LibCRM user you want to own that profile.
    • Enter data in the remaining fields as needed.
    • Note: if the email address matches an existing profile in your LibCRM system, then the imported data will update that existing profile's information.

The System Fields worksheet in Excel

  1. Click on the tab that corresponds to the Primary Type you entered in Step 1.
    • For example, if you entered "Vendor" as the organization's Primary Type, you would click on the "Vendor Fields" tab in the spreadsheet.
    • Use the same Organization Name you entered for this organization in Step 1.
    • Enter data in the remaining fields as needed.
    • For multi-select and checkbox fields, you can enter multiple options by separating each with a comma. If one of the options contains commas, add double quotes around it (e.g. "School of Science, Engineering, & Math").

A type-specific worksheet in Excel

  1. Click on the Fields Applicable to All Types tab to add data to those fields.
    • Use the same Organization Name you entered for this person in Step 1.
    • Enter data in the remaining fields as needed.

The Fields Applicable to All Types worksheet in Excel

  1. When finished adding data to your template, save your spreadsheet in XLSX, XLS, or ODS format.
    • If you see a Microsoft Excel - Compatibility Checker warning message about potential loss of data and formatting, it is safe to click Continue and save anyway.
    • The maximum file size is 10MB. If your import file exceeds this size, try to break your import into multiple spreadsheets.

Excel Compatibility Checker message

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Step 3. Uploading, validating, and editing your template data

Once you've prepared and saved your template, the next step is to upload it to LibCRM. When you upload your template, LibCRM will attempt to validate the imported data before actually adding the profiles to your system. This gives you a chance to correct any errors before proceeding. To make things easy, LibCRM provides an on-screen editor -- so whether you're fixing errors, or simply correcting typos, you can make all of your edits in LibCRM without having to upload the template again.

Uploading and validating your template

  1. In LibCRM, return to the Admin > Import Organizations page.
  2. Click the Upload Bulk Import Organizations Job button and select your saved template.

The Upload Bulk Import Organizations Job button

  1. Your import file will be validated for errors and, when finished, listed on the Bulk Import Organizations page with a status of Pending. This process can take a while for large files, so please be patient and do not click the Back or Refresh buttons.
  2. Click on the Details link to view a summary of the data and any errors that may have been identified.
    1. The Errors column will indicate whether or not issues were found with your data. See Editing Upload Records to learn how to view these errors and fix them using the built-in record editor, or you can repeat the upload process with a revised template.
    2. To delete a bulk import job, click on its trash can (delete_forever) icon under the Actions column.

The Current list of Bulk Import Jobs

Editing uploaded records

Before executing the import, which is when the uploaded profiles are actually added to your LibCRM system, you have a chance to make changes to the uploaded records. Whether it's fixing errors in the uploaded data, or fine tuning the field values, everything can be done on screen using the built-in spreadsheet editor.

  1. While viewing the Details page for your bulk import job, click on the tab containing the fields you want to edit (i.e. System Fields).
  2. To add or edit any cell in the spreadsheet, simply double-click on it and make your changes. When finished, click outside of the field, or press Tab or Enter to store the changes.
    1. To view errors that need corrected before you can proceed with the import, click on the Errors tab.
    2. All edits will be listed under the Changes tab.
    3. To add a new row to the spreadsheet, click on the Add Row button.
  3. To save all of your changes, click on the Save Bulk Import Job button.

Editing a cell in the System Fields tab

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Step 4. Executing the import

  1. When you're ready to proceed with the import, click on the job's execute (input) icon in the Actions column.
    1. If you are viewing the job's Details, you can also click the Execute Bulk Import Job button on the Bulk Import Details page.
    2. To delete a bulk import job, click on its trash can (delete_forever) icon under the Actions column.

The Execute icon in the Actions column

The Execute Bulk Import Job button on a job's Bulk Import Details page

  1. When prompted, confirm that you want to proceed by selecting the Confirm Insert checkbox followed by the Insert button. Otherwise, click Cancel.

The Confirm Insert prompt

  1. Once the import is finished, the job will update to a status of Completed in the Current list of Bulk Import Jobs.
    • Note: if you subsequently delete a completed job from the list, your imported data will not be deleted.

A job displaying a Completed status in the Current list of Bulk Import Jobs

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