How should I format a list of contacts for import into the CRM/CSS?

The only two types of files that can be imported to the CRM are CSV (comma separated values) and TXT (text) files. We recommend using an Excel document saved as a CSV file. (See the file CRMBulkImportTemplate.csv for a template you can use when formatting your data.)

To format a CSV file properly, it is important to avoid the following characters: !@#$%^&*()_+=?/><.,”:;{}[]. Note that there are 2 exceptions for these characters. The @ symbol can be used only in the email field. The / symbol can only be used in the date of birth field.

Available columns that can be uploaded:

• Title (e.g. Legislative Liaison)
• Prefix (e.g. Mr.)
• First Name
• Middle Name
• Last Name
• Suffix (e.g. Jr.)
• Date of Birth (e.g. 1/1/1960)
• Home Phone
• Cell Phone
• Work Phone
• Extension
• Email Address
• Organization Name (e.g. Arts Council)
• Street Address
• Street 2
• Zip
• City
• State -- if address data is being imported, state column is required
• Message (for importing Mail messages)

Available settings that can be applied to all contacts within the import (if desired):

• Deceased
• Restricted
• Personal Code

Please indicate if any of these settings should be applied at the time of import. 

If contacts should be uploaded and a new correspondence activity should be created for each contact, the following settings can be applied to all correspondence created by the import (if desired):

• Interest Code
• Sentiment (Pro, Con, Undecided)
• In Type
• Group Code
• Assigned Staff
• Out Type (Print, Email, Fax, Phone)
• Letter Type (Form, Quick)
• Letter Code
• Received By
• Activity Status (Open, Closed, Unprocessed)

Please indicate if any of these settings should be applied at the time of import.

If you are a Senate or Non-Congressional office, see our article How do I upload a list of contacts? for instructions on uploading contacts.