Importing your data into Tribe is much more effective when your Excel file is organised correctly. Structuring your information with clear fields, unique identifiers, and consistent data makes the import process easy and prevents errors later on. In this guide, we’ll show you step-by-step how to set up your Excel file for a successful import, whether you’re importing companies, contact persons, or both.
Table of Contents
Organising Your Data for Import
Organisations Import File vs Multiple Values Import File
Step by Step Instructions
Handling Multiple Values in Excel
Tips and Best Practices
Quick Summary
Organising Your Data for Import
An excel file, depending on its type, could contain the following data in the order below:
Organisations Import File
|
Multiple Values Import File
|
Contact Persons Import File
|
Individual Person Import File
|
*The values shown in this table are not compulsory, but rather suggestions.
Organisations Import File vs Multiple Values Import File
These two organisation-import templates show the difference between importing single values and multiple values into Tribe. The Organisations import file is used when a field contains only one value.
Otherwise, the Multiple Values import file allows you to store several values in the same field. In Excel, multiple values are typically entered in a single cell and separated by commas, ensuring they are imported correctly into the relevant field.
Step by Step Instructions
Setting Up your Data
1. Assign a unique value to every organisation and contact (such as ''Organisation ID'' or ''Contact ID'').
2. Every new organisation or contact person must start on a new row. Ensure First Name and Last Name are split in two different columns.
3. Every column should match a field in Tribe, such as First name, Last name, Email, Phone number, or Organisation ID. Use descriptive column names so there is no ambiguity when mapping fields during import.
4. The Excel file must not contain duplicate organisations or contact persons. Delete these. Also remove empty rows or columns so the import runs smoothly.
5. If using multiple files (for instance, one for companies and one for contacts), ensure the contact file has the correct Organisation ID for each person. This lets your CRM match each contact with the right organisation and keeps relationships accurate.
6. Data containing multiple values must be split into multiple rows.
Handling Multiple Values in Excel
If a cell contains multiple values (for example, multiple labels or relationships), these values must be separated into individual rows before importing into Tribe.
You can use Power Query in Excel to split multiple values into rows:
1. Select the cell or column that contains multiple values.
2. Click the Data tab in the top menu.
3. Select From Table/Range.
4. Confirm the table range and click OK.
5. A new Power Query window will open.
6. Click the column header containing multiple values.
7. Select Split Column.
8. Choose or enter the correct delimiter (for example, a comma).
9. Under Advanced Options, choose Split into rows and click OK.
10. Click Close & Load in the top-left corner. The data will now be split into multiple rows.
Tips and Best Practices
Every organisation and contact person must have a unique identifier and must not be duplicated.
One row must represent only one organisation or one contact person.
Ensure column headers clearly match the corresponding fields in the Tribe.
Multi-value data must always be converted into multiple rows.
Only include columns you intend to import, as extra or irrelevant columns can slow down validation
Quick Summary
By structuring your Excel file correctly, you ensure a clean and efficient data import into Tribe. Using unique identifiers, separating values properly, and aligning columns with CRM fields will help maintain data integrity and reduce the need for corrections after import.