How to Import and Export Contacts in Bulk in Papo's CRM?

To add or extract a large volume of contacts at once, Papo (https://papo.global/) allows you to import lists from a CSV file and export your existing contact base. This process is ideal for migrating data from other tools, uploading lead lists from events, or creating backups of your customer base, ensuring all information is centralized in the CRM.

Managing a growing contact base requires efficient tools to avoid manual, one-by-one entry. Bulk import saves time and reduces errors, while export offers security and flexibility to analyze your data externally. Both functionalities are essential for keeping a CRM organized and up-to-date.

How to import contacts into Papo

Importing allows you to bring existing contact lists into Papo, whether from an old system, a prospecting spreadsheet, or leads captured at events. The process is done via a CSV (Comma Separated Values) file, a standard compatible with most spreadsheets like Google Sheets and Microsoft Excel.

1. Preparing your CSV file for import

The quality of your import depends on the organization of your file. Before uploading the list, ensure your spreadsheet is well-structured.

• Format: Save your spreadsheet as a .csv file.
• Headers: The first line of the file must contain the column names (headers), such as "Name", "Email", "Phone".
• Clean Data: Check for merged cells, blank rows within the data, or special formatting. Standardize phone numbers, including the country code and area code (e.g., 55119XXXXXXXX).

The table below shows an example of how your CSV file should be structured:

Tip: Use the "tags" column to segment contacts during import. You can use multiple tags separated by commas.

2. Uploading the contact list to the platform

With the CSV file ready, the next step is to perform the import on the Papo platform.

1. Access the Contacts section in your CRM.
2. Look for the import contacts option. It is usually located near the button to create a new contact.
3. Upload your prepared CSV file.
4. In the next step, the platform will ask you to map the columns of your file to the corresponding fields in Papo's CRM. For example, you will associate the "Name" column from your file with the "Name" field in Papo.
5. Review the mapping to ensure all data will be imported to the correct places, including custom fields.
6. Start the import. The platform will process the file in the background and add the new contacts to your database.

Upon completion, the imported contacts will be available in your CRM, ready to be managed and included in campaigns or sales funnels.

How to export contacts from Papo

Exporting your contacts is useful for creating backups, performing advanced analysis in other tools, or migrating your data. Papo allows you to download your contact list, complete or segmented, as a CSV file.

1. Navigate to the contact list in Papo's CRM.
2. Apply filters to segment the list you want to export. You can filter by tags, creation date, contact type (customer, lead), or any other available field. If no filters are applied, the export will include all contacts.
3. Locate and click the export contacts option.
4. The system will generate a CSV file with the selected contact data and make it available for download.

The exported file will contain profile information, allowing you to use it as needed.

What is the difference between Importing Contacts and using the Extractor?

While both functionalities add contacts to your CRM, they have different purposes:

• Contact Import: Used to add contact lists that you already possess. This includes data migration or uploading your own lead database.
• Papo Extractor: Is a prospecting tool to find and generate new leads that you don't yet have. It searches for contacts in public databases, such as Brazil's CNPJ database, based on criteria like niche (CNAE), location, and company size.

In summary, use import for your existing lists and the Extractor for prospecting new B2B clients.

Frequently Asked Questions (FAQ)

What file format is accepted for import?

Papo uses the CSV (Comma Separated Values) format, which is a universal standard for spreadsheets and databases. You can create this file using tools like Microsoft Excel, Google Sheets, or Numbers.

Can I import custom fields?

Yes. During the import process, in the column mapping step, you can associate the columns from your CSV file with the custom fields you have already configured in Papo's CRM.

What happens if I import an existing contact?

Most CRM systems check for an existing contact by email or phone to prevent duplicates. However, if a contact is imported with slightly different data, a duplicate might be created. In such cases, Papo allows manual merging of contacts to unify the history.

Can I export only a portion of my contacts?

Yes. Before starting the export, use the filters available on the contacts screen to create a specific segment. You can filter by tags, dates, assignees, or any other field. The export will generate a file containing only the contacts that match the applied filters.

Is there a limit to the number of contacts per import?

Import limits may vary depending on your plan and account settings. For specific details on the maximum number of contacts per file or per day, please refer to the official documentation or information available directly on the platform.

Read also

• How to merge duplicate contacts in Papo's CRM
• How to Use the CNPJ Extractor to Prospect Companies on WhatsApp

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