Import & Export FAQs

What file format do I use to import?

All file imports should be done in .CSV, most standard applications allow you to export your data in this format. If you have an Excel file you may save it as an MS-DOS Comma Separated (.csv) and use that for importing.

The format of your .CSV is important, so refer to the Sample .CSV files that are provided in CRMery to make sure you have the correct fields and file type.

 

What do I import first?

The best way to add information to CRMery is to start with the Companies. By importing the companies first you will be ready to link people and deals to those companies when you import them. If the Company does not exist when importing a person or deal CRMery will create that company automatically, however it will not be able to import the same amount of information. By starting with the company you prepare the system to link them correctly with the other imports.

After you have imported your companies you should next import your people. People associated with a company will be automatically linked to the company if it exists. If a company does not exist then CRMery will automatically create a basic company page for them. This allows any future people to be added to the same company.

Lastly, if you have any deals you wish to import you should do that. If there are people or companies associated with your deals that exist in CRMery already they will be automatically linked. If a company does not exist it will be created by CRMery.

 

Who can export information?

you may define which users can export information from the admin panel 

Select Users and then click on the user you wish to edit. At the bottom toggle the checkbox that states, User is allowed to export reports.

 

What happens if I'm trying to import thousands of records and it keeps timing out?

Depending on the type of CSV file that you are trying to import and if the data doesn't exist already within the other CRMery tabs (example: Deal, People, Company tabs), it could be creating thousands of other records in order to associate all of the data. The recommended approach is to import Companies (first), then People (second), and Deals (last) if you have any you wish to import.

As for timeouts in general, when importing either break the csv files into smaller chunks / separate files or try increasing your php.ini Max Execution Time and Memory Limits settings and or a combination thereof to give the import script more time to complete before it timeouts

As for Max Execution time and memory limit settings, these can be found in the resource limits section of your php.ini file as seen below. By default, it's 30 seconds. 

;;;;;;;;;;;;;;;;;;;
; Resource Limits ;
;;;;;;;;;;;;;;;;;;;

; Maximum execution time of each script, in seconds
; http://php.net/max-execution-time
; Note: This directive is hardcoded to 0 for the CLI SAPI
max_execution_time = 30

; Maximum amount of time each script may spend parsing request data. It's a good
; idea to limit this time on productions servers in order to eliminate unexpectedly
; long running scripts.
; Note: This directive is hardcoded to -1 for the CLI SAPI
; Default Value: -1 (Unlimited)
; Development Value: 60 (60 seconds)
; Production Value: 60 (60 seconds)
; http://php.net/max-input-time
max_input_time = 60

; Maximum input variable nesting level
; http://php.net/max-input-nesting-level
;max_input_nesting_level = 64

; Maximum amount of memory a script may consume (128MB)
; http://php.net/memory-limit
memory_limit = 128M

 

What happens if I'm trying to import a csv file and I receive an error that says something similar to "You have an error in your SQL syntax, check the manual that corresponds to your MySQL server version"?

The most common reason for this to occur is that improper characters are being used. Example, if you are trying to import a company record and the company's name is:  123Computers's Inc it will not import properly due to the apostrophe symbol. Instead, anytime that you use an apostrophe symbols you should put double quotation mark at the beginning and end of that data. Example: Instead, it should be "123Computers's Inc". In addition, this problem can occur with other symbols as well such as commas etc. That said, in general, it's a good idea to either remove certain symbols and or surround all data with double quotes "" to ensure it imports properly

 

How do I import custom fields?

First add the custom field in the back-end of CRMery ex: Components ... CRMery ... Company, People, Deal Custom Fields. Be sure to remember the name of your custom field. Finally, when adding the custom field to your csv file, it's nameofcustomfield_custom so whatever you named your custom field, be sure to add _custom at the end. For example: company123product_custom

Another example is, if a custom field is named "Sales Volume" without the quotes it will look like this within your csv file: sales volume_custom

It will import okay with that. However, it is easier to keep the names together like "Sales_Volume" or "SalesVolume". If you have created a custom field, and wish to know what it will look like on the front end, you may always select the checkbox for 1 record, then click the down arrow button next to the "Add" button and click "Export". When you view the exported file it will show up as what you have named the custom field as.

 

I have previously imported records into CRMery. However, I need to re-import data or fix a problem with my import file or fix a problem related to the import. How do I put the database into a fresh / clean state in preparation for the new import.

To start completely over you will need to backup your data, put your database into a fresh / clean state, edit the import file, then re-import your csv file(s)

Note: The reason it's necessary to start completely over and put the database into a fresh state is because removing a record from the CRMery front-end will not permanently delete a record. This is an intended safety feature (in case a record is accidentally removed from the CRMery front-end) ... Deal, People, and Company records are simply unpublished rather than permanently deleted from your database.

For example,

Deals are stored within _crmery_deals database table

People are stored within _crmery_people database table

Companies are stored within _crmery_companies database table

Within the database, when a record is deleted / removed from the front-end it sets the field titled "published" to a value of -1. -1 means unpublished whereas a value of 1 tells the database that it is published.

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A. That said, start by backing up your data.

( ) If you have a csv import file or multiple csv files from a prior import then you are good to go in terms of backup.

OR

( ) Recommended - If you do not have a backup of your csv files or if you have made changes or updates to your data that you need backed up, or if you want CRMery to generate a .csv export file then please export your Deal, People, and Company data to a csv file. To backup your data, simply login to CRMery and navigate to the Deal, People, and Company (tabs). On each tab ... to the right of the edit button is a down arrow button. Click the down arrow button and select "Export". Note: If choosing this method, please open each .csv export file and verify that all data is there

Note: we also highly recommend backing up your CRMery database data to an .sql file format for later, so that you are on the safe side. For more information, you may follow the directions within at the top of the "If choosing option B, how do I backup and migrate the CRMery database and files from an old website to a new Joomla website" section of the documentation.

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B. After backing up your data, you will need to login to your database and put it into a clean /wiped state in preparation for the new import to ensure that the new import will go smoothly.

Note: If you need assistance with logging into your database, you may contact your hosting provider.

( ) if your website has CPanel and how to login to Cpanel

( ) if your website has CPanel and how to manage your database via phpmyadmin

( ) how to login to your database if your hosting provider is hostgator

( ) how to login to your database if your hosting provider is godaddy

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C. Note: To start completely over with your import and put the CRMery database into a fresh / new / clean state please follow the directions below:

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(1) Once again, please make sure that you have a csv copy of your deal, people, and company data OR if you do not have a copy of your data please backup all of your data by Exporting all Data to a csv file. After, the CRMery data backup is finished or if you already have a CRMery data backup proceed to the next step below.

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(2) Login to your database via a database management tool similar to phpmyadmin and click on the name of your database.

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(3) Locate and click on the _crmery_companies database table.

At the bottom of the page, within phpmyadmin you will see "Number of Rows". Select 500. This will display up to 500 companies.

And, at the bottom of the page, place a checkmark in the "check all" box. This will select all _crmery_companies records that are on the page.

Next, within phpmyadmin at the bottom of the page where it says "With selected" select Delete

It will say "Do you really want to execute the following query?" Select Yes, to delete all the CRMery data that you selected

Once finished deleting all pages of company data, so that the _crmery_companies table is blank / no data then proceed to the next step.

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(4) Click on _crmery_company_custom_cf table, and repeat the steps similar to step 3 above and delete any company custom data that is there.

*******

(5) Click on _crmery_deals and repeat the steps similar to step 3 and delete any deal data that you find.

*******

(6) Click on the _crmery_deal_custom_cf and repeat the steps similar to step 3 and delete any deal custom data that you find.

*******

(7) If any documents were uploaded and associated to a deal, person, or company you will also need to delete the data contained within _crmery_documents. Note: document files are saved within the \components\com_crmery\documents folder on your server.

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(8) If you used the Calendar system, and associated any Calendar items to a deal, person, or company you will also need to delete the data from the _crmery_events table AND the _crmery_events_cf table.

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(9) If you created any goals, you will also need to delete the data within _crmery_goals table.

*******

(10) Also delete the data from _crmery_history

*******

(11) If any notes were created within CRMery, you will also need to delete the note data within _crmery_notes

*******

(12) Delete data from _crmery_people

*******

(13) Delete data from _crmery_people_cf

*******

(14) Delete any data from _crmery_people_custom_cf

*******

(15) Delete any data from _crmery_shared table

After performing the above, CRMery will finally be in a brand new state as far as data.

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D. Within the .csv files that you backed up previously, correct and or add the owner information within your imported file such that the owner name and owner_id number are correct (if the csv file has not already been fixed)

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E. After fixing your import files, you are ready to import. Please note, that the proper import order is as follows:

import Company data first

import People data second

import Deal data last

Note: it's important to insure that companies are imported first, people second, and deals last (if there are any)

Note: if for whatever reason after putting your CRMery database into a clean state (by following directions 1- 15) if you prefer to not import you don't have to. you may always create your companies, deals, and people manually by clicking the "Add" button then filling out the information. Yes, it would take longer to create all of your records manually. However, in the long run it's possible that it may save you time versus spending hours or days trying to find problems with a buggy import file.

Note: when importing, we recommend importing from the CRMery front-end, by logging into CRMery front-end ... navigating to the Company page and to the right of the Add button is a down arrow button ... select import ... click "upload file" ... select your company import file then click open to start the import. Please note, only 1000 records may be imported per import file.

To import people ... navigate to the People tab click the down arrow button ... select import ... click "upload file" ... select your people import file then click open to start the import. Please note, only 1000 records may be imported per import file.

To import deals ... navigate to the Deal tab click the down arrow button ... select import ... click "upload file" ... select your deal import file then click open to start the import. Please note, only 1000 records may be imported per import file.

 

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