Importing and exporting leads
Import leads from an Excel file (XLSX) with a three-step wizard - duplicate check, column mapping and import - and export leads to Excel, including comments, by filter, only the ones you selected, or all your leads in several rounds.
Moving from another system, got a list of attendees from a conference, or want a backup? You import leads from an Excel file and export them back to Excel. The import is a short wizard: duplicate check, column mapping, import.
About the screenshots: The screenshots show the Hebrew interface. Button and field names are given in English, with the Hebrew label in parentheses so you can spot them on screen.
1. Preparing the file
Save the file as XLSX (Excel workbook). The first row is the header row, with one lead per row below it. The file in this guide's examples has six columns. These are their headers, and what's written under them in the first lead's row:
| Header in the file | Example |
|---|---|
| First name (שם פרטי) | Yael |
| Last name (שם משפחה) | Barkai |
| Phone (טלפון) | 052-8110101 |
| Email (אימייל) | yael.barkai@example.com |
| City (עיר) | Haifa |
| Line of business (תחום עיסוק) | Interior design |
Before you upload:
- Every column needs a header, hidden columns too. A column without a header throws off the column count.
- A header identical to the field name in the system (for example Phone (טלפון), Email (אימייל), City (עיר)) is matched automatically. You'll find the field names in your account under Editing fields.
- Every row needs a phone or an email. A row with neither won't be imported.
- The phone can include dashes and spaces. An Israeli mobile number can also start with 972 or without the 0: the system fixes it.
- Same phone in several rows? The duplicate check keeps only the first row of each number. Want all of them? See step 1 for what to choose.
- Dates in dd/mm/yyyy format.
- A status column with the status name exactly as in the system. A name that doesn't exist gets the default status.
- The system reads the sheet that was open when you saved. Simplest: one sheet in the file.
XLSX only. Open a CSV or XLS file in Excel and use Save As Excel Workbook (.xlsx). Up to 10,000 rows and 10MB per file, and up to 31 columns.
2. Uploading the file
- In the top bar, hover over Leads (לידים), and in the Add (הוספה) group click Import leads file (ייבוא קובץ לידים).
- Click the file-picker button and choose the XLSX file.
- Click Upload (העלה).
The same screen also opens from the Import leads file link at the top of the Add lead window.
Don't see the option, or get a no-permission message? Importing requires the Import permission (on the permissions page, in the Leads - actions group). The link in the Leads menu appears only for users who also have View all (in the Leads - view group). Without that permission, open the screen from the link in the Add lead window. Only the account manager can grant permissions.
3. Step 1: duplicate check
After the upload the wizard opens. The cards at the top show how many records uploaded (including the header row), how many duplicate records and the columns in the file. Choose one of two ways:
- Filter duplicates by phone (סינון כפילויות לפי טלפון): recommended for a regular list of leads. Choose the phone number column and click Check (בדוק).
- Upload everything (להעלות את הכל): no check up front. Suits a file with several rows for the same customer: they go into one card.
Several rows with the same phone in the file? Filtering by phone keeps the first row of each number, and the extra rows are removed from the import. Need all the rows (for example several purchases by the same customer)? Choose Upload everything, and they go into one card.
After Check, a table appears: the phone as it is in the file, the corrected phone, and one of three values in the Status column:
| Mark | What it means |
|---|---|
| Green check | A new number. The row will be imported as a new lead |
| Duplicate lead (ליד כפול) | The number already exists in the system |
| Duplicate in file - removed (כפול בקובץ - הוסר) | The number already appeared in an earlier row of the file. This row was removed from the import |
Below the table is the summary: leads uploaded from the file, duplicates in the system and duplicate rows in the file removed. Now choose:
- Without duplicates - next step (ללא כפילויות - מעבר לשלב הבא): rows marked Duplicate lead won't be imported, and the existing leads don't change.
- Upload all leads including duplicates (להעלות את כל הלידים כולל כפילויות): rows marked Duplicate lead are taken in too - but not as new leads: they're recorded as a comment on the existing leads.
What happens to a lead that already exists in the system? No additional card is opened. The existing lead gets the import's lead source, and a row is added to its source history. A Duplicate lead import comment is also recorded on it, with the columns you marked Not used, the columns you mapped to Add comment, and every mapped value from the file that differs from what's already on the lead. The existing lead's fields (name, email, city etc.) are not updated from the file. Matching is by phone, and if there's no match, by email. It works the same way with Upload everything.
4. Step 2: column mapping
Each column in the file has a card: the column number, its header, and a list for choosing the field in the system.
- Green: the header matches a field name, and the system already matched it.
- Blue: a field you chose yourself. The next time you upload a file with the same headers from the same browser, your choice will be waiting for you.
- Not used (ללא שימוש): the column doesn't go into a field. Its values aren't lost: they're saved as a system comment on the lead card.
- Go through the cards and choose a field for every column that wasn't matched. In the example: First name from the file goes into the Customer name (שם הלקוח) field.
- Below the cards, in the Preview (first 5 rows), make sure the data sits in the right columns.
The field list also has some special options:
| Option | What goes in |
|---|---|
| Lead status | The status, by the name in the file |
| Lead creation date (dd/mm/yyyy) | The creation date. A future date isn't saved as a creation date |
| Follow-up date (dd/mm/yyyy) | When to get back to the lead |
| Lead source (extra text) | Text added after the general lead source |
| Campaign, Audience, Ad | The source fields in the Sources tab of the lead card |
| Add comment (position 1-6) | A comment on the lead card, in the order of the positions |
The import doesn't create purchases. If purchases are active in your account, the list also shows options like Purchase date, Purchase amount and Product name. Values mapped to them are not saved. So you don't lose them, leave those columns as Not used, and they'll be recorded in a comment on the lead card.
5. Step 3: settings and import
Scroll to the top of the page, to the Import settings (הגדרות ייבוא) card. Its three values apply to every row:
- Lead source (general): what will appear as the lead source. Default: File import (ייבוא קובץ).
- Campaign: the default is the file name. A column you mapped to Campaign takes precedence.
- Default status: for every row without a recognized status. In the example: Lead import (ייבוא ליד).
All correct? Click Start import (התחל ייבוא) and confirm the message.
The progress bar shows how many records were processed, how many succeeded and how many failed. The number in the title (Ready to import...) includes the header row and the duplicate rows, so at the end it shows how many were actually taken in. In the example: 5 new leads, and the duplicate row was skipped.
After about two seconds the system moves to the leads table. Were there errors? You stay on the page, and the list of rows that failed appears under the bar (usually a row without a phone and without an email).
Once you click Start import, it can't be stopped. Check the mapping and the settings before.
6. After the import: assign to reps
The new leads come in with the default status, lead source and campaign you set, and without an assigned rep. Their follow-up date is the moment of the import (unless you mapped a follow-up date column), so they also show up right away under Follow-ups (המשכי טיפול).
To find them: in the Leads menu, in the Add group, click Unassigned imported leads (ייבוא לידים ללא שיוך). The number next to the link is how many leads are waiting. The link appears for users who see all leads, and when there are such leads. It shows only leads in the account's import status: chose a different status? Filter the table by the campaign (the file name).
Select the leads and assign them all at once in the action bar, with the Assign to rep (שייך לנציג) button. The full explanation is in Bulk actions.
7. Exporting leads to Excel
Export by filter
- In the Leads menu, in the Tools (כלים) group, click Export to Excel (ייצוא לאקסל).
- Choose what to export (the fields are detailed in the table below).
- The Records to be exported box shows in advance how many leads will be included.
- Click Export leads to Excel. The file downloads in a new tab.
| Form field | What it does |
|---|---|
| Choose lead source/creator | Only leads from one lead source |
| Search campaign, Search audience, Search ad | Only leads whose field contains the word you typed, for example a campaign name |
| Choose period / amount | A number of records (500, 1K, or pages of 5,000), or a month by the date of the last enquiry (for example 08-26) |
| Choose status | One status or several. Empty = all statuses |
| Choose assigned rep | Only one rep's leads |
| Include comments | Adds each lead's comments: the reps' comments and the system comments. The file gets bigger and the export takes longer |
In the file: lead number, dates, source, campaign, audience and ad, name, phone and email, follow-up date, status, the assigned rep, and your account's extra fields. Checked Include comments? Each lead's comments are in the file too.
Exporting all your leads (including over 5,000)
The default in Choose period / amount is 0-5K first records (page 1): only the latest 5,000 leads. Have more? Export in several rounds, in one of two ways:
- By pages: export page 1, then choose 5K-10K records (page 2) and export again, and so on, until the number in the Records to be exported box is under 5,000.
- By months: at the end of the list are the months (for example 08-26 = August 2026). Choose a month, export, and move on to the next month. Choosing by month isn't limited in amount.
In every round, make sure the other fields stay on All sources, All reps and an empty status, so no lead is left out.
A big file is prepared in the background. Above 5,000 records (or 3,500 with comments) the file doesn't download right away: it's prepared in the background, and the download link appears in the Export history table under the form. There you can also see who exported, when and with which filter.
Don't see Export to Excel? It requires the Excel export permission on the permissions page.
Exporting the leads you selected
- In the leads table, select leads with the checkboxes at the start of the row. The action bar opens at the bottom of the screen.
- Click More actions (פעולות נוספות) and choose Export selected (ייצוא נבחרים) - or Export selected including comments.
- The file downloads with only the leads you selected.
The action bar doesn't open, or has no Export selected? The bar appears only for users with the Assign permission (in the Leads - actions group on the permissions page), and Export selected appears in it only with the Excel export permission.
Everything the filter shows, not just this page: in the bar click Select and then Select all X leads, and only then Export selected. The file will include exactly what the table shows with the current filter, across all pages.
8. What about reports?
The lead and sales reports in the Reports menu don't have an export button. To save or send a report, take a screenshot. Need the data itself in Excel? Export the leads with the same filter (period, source, status or rep) in the Export to Excel form.
FAQ
Q: Can I export the leads' comments too? A: Yes. In the export form check Include comments, or in the action bar choose Export selected including comments.
Q: I have more than 5,000 leads. How do I export all of them? A: In several rounds: page after page (0-5K, 5K-10K...) or month after month. The explanation is in Exporting all your leads.
Q: My file is a CSV. Can I upload it? A: Not directly. Open it in Excel, save it as XLSX, then upload.
Q: How many leads can I import at once? A: Up to 10,000 rows and 10MB per file. Have more? Split them into several files.
Q: The import failed on some rows. Why? A: Usually these are rows without a phone and without an email. The list of failed rows appears under the progress bar. Completely empty rows are skipped quietly and don't count as errors.
Q: Can I import leads with a specific status? A: Yes. Add a Status column with the status name as in the system, and it will be mapped to Lead status. You can also choose a Default status for the whole file in Import settings.
Q: Can an import update the details of leads that already exist? A: No. An existing lead isn't updated from the file: it only gets the lead source, a row in source history and a comment. Update the fields themselves on the lead card.
Q: I got the mapping wrong and the wrong leads were imported. What do I do? A: Filter the table by the campaign (the file name) and delete or update them with Bulk actions. Then import again with the right mapping.