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Recommendations for Importing Contacts via CSV in to Reply
Recommendations for Importing Contacts via CSV in to Reply

Learn additional information and advice on importing contacts from a CSV file

Reply Team avatar
Written by Reply Team
Updated over a week ago

In addition to the general information about importing contacts to Reply, here are additional explanations, requirements, and advice for CSV import. This article is designed to highlight the key requirements and best practices to ensure a smooth and successful CSV import into your system, aiming to improve your data management practices.

  • Format: Ensure your CSV uses UTF-8 encoding for compatibility and integrity.

  • Row Limit: Each CSV file may contain up to 100,000 rows, accommodating a large number of contacts.

  • Necessary Fields: Use the provided CSV template from the Import Contacts wizard as explained here. Fields may be empty, but all headings must be included to avoid import issues.

  • "First Name" Requirement: This field is mandatory for every contact.

  • LinkedIn URL Positioning: Ensure the "LinkedIn URL" column is not placed among the initial fields in your file.

  • Direct Imports to Sequences: If some contacts fail to upload when importing directly into a sequence, follow our guidance to resolve this issue.

  • Duplicate Records: Contacts with duplicate records are marked as "Skipped" because Reply allows only one unique email per contact.

  • Phone Number Formatting: Do not use dashes or spaces in phone numbers to avoid import errors.

  • Custom Field Formats: If an error indicates a "Wrong field format", it means that you have custom fields with the number format that should be changed to text.

Updated Email Requirements and Autogenerated Email Options

Please note that we've updated our requirements for the "Email" field to offer more flexibility in managing your contacts. Now, not every contact needs to have an email address. Contacts don't necessarily need an email address; autogenerated emails can be assigned during import.

Contacts with autogenerated emails will be skipped for email steps in sequences. However, they'll still be saved in your Reply account, allowing you to reach out through other methods like SMS, WhatsApp, calls, or LinkedIn steps in sequence. To learn more about how to add autogenerated emails for contacts during import, refer to this help article.

Managing CSV Imports in Private TE Reply Accounts

For members of Private TE Reply accounts, understanding the nuances of the CSV import process is crucial due to specific visibility and ownership rules:

Visibility and Ownership:

  • During a CSV import, Reply verifies if any contacts already exist in other team members' accounts. In Private TE, contacts are exclusive to the team member who added them, hence invisible to others.

Handling Skipped Contacts:

  • Contacts found in another team member's account are marked as "Skipped" during the import process.

  • To investigate skipped contacts, download the CSV report provided by Reply. This report includes detailed reasons for each contact's exclusion.

Reasons for Skipping Contacts:

  • Duplicated Record: This indicates the contact is already present within your team's collective database.

  • Skip Updating Existing Contacts: Occurs when this option is enabled, preventing updates to existing contacts to preserve their current data.

CSV Report Insights:

  • The report details skipped contacts, categorizing them as "Duplicated record," "Skipped updating the existing record," or "Already exists in [Team member login email] account," offering clarity on each case.

If any of the reasons do not apply to your case, please verify the code and check the results added to the CSV file.

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