About this process

  • Department: Marketing Services
  • Responsible: Deliverable Owner
  • Accountable: Deliverable Owner
  • Consult: Accountable Manager
  • Inform: Delivery team
  • Date created: 29/05/2019
  • Date last updated: 29/05/2019

Import files to create or update contacts, companies, deals, tickets, or products in HubSpot. You can also import and associate notes to objects.

There are three ways to import HubSpot objects:

  • Import one file with one object type.
  • Import one file with multiple object types.
  • Import two files with one object type each, and associate the objects between each file.

Step 1 of the process

Follow this HubSpot article to ensure your files are setup correctly for importing.

Step 2a of the process

Import one file with one object type

Follow these steps when your file contains only one object type (e.g., the file contains only contacts).

  1. Ensure that your import file is already set up correctly.
  2. In your HubSpot account, navigate to your contacts, companies, deals, tickets, or products.
  3. In the upper right, click Import.
  4. Click Start an import.
  5. Select File from computer, then click Next.
  6. Select One file, then click Next.
  7. Select One object, then click Next.
  8. Select the object type in your import file.
  9. Click choose a file and in the dialog box, select your import file. 
  10. Select the checkbox if you're using the object ID to deduplicate your contacts, companies, deals, tickets, or products. In the bottom right, click Next.

Step 2b of the process

On the Map columns in your file to contact properties screen, HubSpot will match the columns in your file to your selected object type's properties based on the header and the property name. 

You'll see a preview of the property values from your spreadsheet in the Preview Information column.

If any columns do not match an existing property, click the corresponding dropdown menu. 

You can opt to do one of the following:

  1. Select an existing property to map the column to.
  2. Click Create a new property to set up a new custom property in the right panel. The data in the column will now be mapped to this new custom property.
  3. Select Don't import column to skip importing this column from your spreadsheet.
  4. If you're not intending to import any data in the unmatched columns, you can select the “Don't import data in unmatched columns” checkbox to skip these columns.

Once all columns are mapped or you've opted not to import data in the unmatched columns, click Next.

Step 2c of the process

On the details screen, enter an Import name.

If you're importing a file with only contacts, select the Create a list of contacts from this import checkbox to automatically create a list when the contacts are imported.

If you're importing a file with a date property, use the Date format dropdown menu to confirm how the date values in your spreadsheet are formatted.

If you've turned on General Data Protection Regulation (GDPR) functionality in your account, use the Set the legal basis for processing a contact's data dropdown menu to select a lawful basis of processing.

Once you've set the options for your import, click Finish import in the bottom right.

You can view, analyze, and create lists with your previous imports.

Step 3a of the process

Import one file with multiple object types

  1. Ensure that your import file is already set up correctly.
  2. In your HubSpot account, navigate to your contacts, companies, deals, tickets, or products. 
  3. In the upper right, click Import.
  4. Click Start an import.
  5. Select File from computer, then in the bottom right, click Next.
  6. Select One file, and click Next.
  7. Select Multiple objects, and click Next.
  8. Select the types of objects in your import file. Then, click Next.
  9. Click choose a file, then select your import file. If you're using the object ID to deduplicate your contact, company, deal, or ticket records, select the Update existing records using “Object ID” exported from HubSpot checkbox.
  10. Click Next.

Step 3b of the process

On the Map columns in your file to contact properties screen, HubSpot will automatically match the columns in your file to properties in your selected objects. 

You'll see a preview of the property values from your spreadsheet in the Preview Information column.

If any columns do not match an existing property, click the corresponding dropdown menu:

  1. If you want this column to map to an existing property, select which object's properties you need to match, then select a property. Select-object-type-to-match
  2. If you want to match the column to a new custom property, select the object then click Create a new property. In the right panel, set up your custom property.
  3. If you don't want to import this column, select Don't import column.
  4. If you don't want to import any columns without a matching property, select the Don't import data in unmatched columns checkbox.

After you've mapped all of the columns from your file, click Next.

Step 3c of the process

On the details screen, enter an Import name.

If you're importing a file with a date property, use the Date format dropdown menu to confirm how the date values in your spreadsheet are formatted.

If you've turned on General Data Protection Regulation (GDPR) functionality in your account and your import includes contact records, use the Set the legal basis for processing a contact's data dropdown menu to select a lawful basis of processing.

Once you've set the options for your import, click Finish import in the bottom right.

You can view, analyze, and create lists with your previous imports.

Step 4a of the process

Import two files for association

Follow these steps when you have your data in two different files and would like to associate the objects between the files.

  1. Ensure that your import files are set up correctly, and you've included a column with the same header in both files for association.
  2. In your HubSpot account, navigate to contacts, companies, deals, or tickets. If you want to import and associate notes, navigate to the object you’ll be adding notes to.
  3. Click Import.
  4. Click Start an import.
  5. Select File from computer, then click Next.
  6. Select Multiple objects with associations, then click Next.
  7. Select the two objects or an object and notes to associate via import, then click Next.
  8. For each object type, click choose a file, then select your import file. If you're using object ID to deduplicate either or both of your files, select the corresponding Update existing [object] using "[Object] ID" exported from HubSpot checkbox.
  9. Click Next.

Step 4b of the process

Specify the common column you're using in the files to associate your data:

  1. To specify the column header for the common field in both of your spreadsheets, click the Common column headers found in your files dropdown menu.
  2. The common column is the unique key that associates objects, but only belongs to one object. 
  3. To specify which object has a unique value for the common column, click the Which object is [header] the unique key for? dropdown menu and select the object. This matters when there are many-to-one associations (e.g., many deals associated to one contact).
  4. Click Next.

Step 4c of the process

On the Map columns in your file to contact properties screen, HubSpot will automatically match the columns in your file to the selected objects' properties in HubSpot. 

You'll see a preview of the property values from your spreadsheet in the Preview Information column.

If any columns do not match an existing property, click the corresponding dropdown menu:

  1. If you want to map the column to an existing property, select an existing property.
  2. If you want to set up a new custom property, click Create a new property.
  3. If you want to exclude a column from your spreadsheet from importing, select Don't import column.
  4. If you want to skip any columns without a match, select the Don't import data in unmatched columns checkbox to skip any columns without a match.
  5. Click Next, then map the columns in the second spreadsheet.
  6. Once you've mapped the columns in both of your files to properties in HubSpot, click Next.

Step 4d of the process

On the details screen, enter an Import name.

If you're importing a file with a date property, use the Date format dropdown menu to confirm how the date values in your spreadsheet are formatted.

If you've turned on General Data Protection Regulation (GDPR) functionality in your account and your import includes contact records, use the Set the legal basis for processing a contact's data dropdown menu to select a lawful basis of processing.

Once you've set the options for your import, click Finish import in the bottom right.

You can view, analyse, and create lists with your previous imports.

 

Topics: Marketing Services Processes