Our Onboarding team at Wealthbox will work with you to migrate your data from your previous CRM. However, if you are interested in importing a basic list of contacts, Wealthbox has a mapping tool that simplifies your import process. To ensure you are including all of your data and taking advantage of all the features within Wealthbox, we suggest you follow best practice steps below to cleanse your data file before importing into Wealthbox. Be sure to download the import template at the bottom of this article to use as a reference for preparing your importing file.
Households: Wealthbox allows you to link family members within a household. Each “person” needs to have a single contact record. To easily link the family members, you should create two columns within your Excel/CSV file; A “Household name” column (eg. "Smith, John and Jane") and a “Household title” column that you would populate with the relationship (eg. Head, Spouse, Partner, Child, Grandchild, Parent, Grandparent, Sibling or Other Dependent). After importing the file, you will see a record for the “Household” as well as each individual within the household. Within the record profiles you will see the linked family members on the right-side panel.
Addresses: You will want to list an address as the “Mailing Address” to ensure addresses appear in report results. You can have Home address, Work address, Other address fields, but to make sure the address is marked as Mailing address, you will want to include the following columns: Mailing address type (include “Home”, “Work”, etc) and in the coordinating columns list the “Mailing Street”, “Mailing City”, “Mailing State”, “Mailing Zip”. You can include additional columns for addresses with the appropriate column labels to apply the type, for example, "Home Street, Home City, Home State, Home Zip".
Companies: If your data includes companies that include details, you will want to include these companies at the top of your contact list so they are imported first. Wealthbox allows you to link contacts to a company record. If your data includes people who work for these companies, you will want a separate row for the person's details and include the company name in the company column. When importing your contacts, Wealthbox automatically links the contacts employed by those companies. You can then open a company record to see a list of all your contacts employed by the company.
Custom Fields: Review the fields within your data and compare them to the list of fields within Wealthbox to see if there are any fields you want to track but are not standard fields in Wealthbox. For those fields, you can create “Custom Fields” in Wealthbox prior to your import. The fields in your existing file can then be mapped to the newly created custom field when importing.
Tags: Wealthbox has a tagging feature that allows you to add very detailed descriptions to your client (eg, Golfer, 529 Plan, 401K). When your contacts are imported you can add your tags within each record. We suggest adding a column to your import file labeled “tags.” You can add multiple tags to each contact by separating them with a comma within the same cell or be creating multiple columns all labeled “tags” to enter a single tag into each column. Each column would then need to be mapped to the “tags” field when importing.
Unique ID: This field is very important if you will need notes or additional data imported and linked to your contacts. Your past CRM should provide a unique ID for each record, and should be mapped to our “External unique ID” field. Updates and additional related data can then be imported using the External unique ID as the key to link the contact record.
Tier or Hierarchy permissions: If your clients can be viewed by certain people in your office by levels (or tiers), we suggest creating your groups within the settings and then separating your contacts into files by those groups. When you import each file, you can choose the “visible to” settings for your importing records.
Data Cleansing: Correct duplicates that are not obvious. For example, within the company field, you may have a record entered as “ABC” and in another record, you may have entered the same company as “ABC, Inc.” If the names are not matching, duplicate records will be created during the import.
Keep in mind, that if you have contact files from more than one source, you will want to import the data where the most detail exists first. The import process will skip duplicates so you want to ensure the details exist in the first import for contacts that may exist in multiple sources. For example, if you choose to import your Twitter contacts, you may want to import your CRM contacts first to ensure phone numbers, emails, etc. are included in the contact records. After importing the contacts with all the details, you can then import from Twitter to capture any contacts that may not be found in your CRM.
NOTE: If you are using the contact import template, Row 2 provides details about the field in Wealthbox for reference but this row needs to be removed before attempting to import as the import will fail otherwise.