Leads Import and Bulk Actions

The import function is designed to load a large number of Leads records from a file. Bulk actions allow you to modify multiple existing records simultaneously. Both functions can affect large amounts of data, so please use a small test sample first.

How to prepare the import file

1. Enter clear column headers in the first row of the file.
2. Store only one type of data per column.
3. List the company, name, email, phone number, address, city, and country in separate columns.
4. If importing a stage or source, use names that already exist in the system.
5. For phone number and code columns, avoid number formatting that might remove leading zeros or alter long values.
6. Remove completely empty rows and obvious duplicates.

Before performing the full import, prepare 3–5 different test rows: a complete record, a record with minimal fields, and a record containing Lithuanian characters.

Import process

1. Open the Leads list.
2. Click the file upload or import icon.
3. Select the prepared file.
4. Map each file column to the corresponding Hanna field. 5. Check how the wizard proposes handling duplicates and empty values.
5. Upload a test file first.
6. Check the created records, stages, sources, and assignees in the list and on the record cards.
7. Only then import the full file.

Imported records may trigger automatic assignee allocation, notifications, stage templates, or follow-up task creation if such rules are enabled. Check for these side effects during the test import as well.

System functionality also supports the import of data related to potential clients. Specific options depend on the import type and user permissions.

What to check after import

• whether the expected number of records was created;
• whether the company, name, email, and phone number were mapped to the correct fields;
• whether stage and source values ​​were preserved;
• whether assignees were assigned correctly;
• whether any duplicate records were created;
• whether users with restricted access permissions can see the records assigned to them;
• whether erroneous rows were rejected without leaving behind duplicate partial records; - ensure that re-uploading the corrected file does not create duplicates of rows that were already successfully processed.

If you find an error during the test import, correct the file or the field mapping before uploading the full dataset.

Bulk Actions

Select multiple rows in the list. The action menu that appears displays only those operations available based on the system configuration. These may include changing the stage, source, owner, or other fields, as well as exporting or deleting records.

Before performing a bulk action:

1. check active filters;
2. ensure you have selected either only the visible rows or all filter results;
3. note the number of selected records;
4. start with a few test records;
5. after the action, open at least one record to verify the result.

Bulk Stage Change

Changing the stage may trigger a template, duration calculation, or other automation configured for that stage. Before performing a bulk move, the administrator must verify the settings for that stage.

Bulk Deletion

Deletion is intended for erroneous records, not for unsuccessful sales. For standard negative outcomes, use Lost or Worthless to preserve history and analytical data. Perform imports and bulk changes using a small control dataset first. Apply the action to the entire list only after verifying the results.

Related articles

• Leads Map
• Leads Email Integration and Automation