How to Import Opportunities Using a Single CSV File

Created by PX Marketing, Modified on Tue, 19 Aug at 3:29 PM by PX Marketing

Overview

Importing opportunities in PXME with a CSV file helps you streamline pipeline management, consolidate data, and minimize manual errors. This process allows you to create new opportunities, update existing ones, or do both at once. By preparing and formatting your file correctly, you can ensure data accuracy, improve scalability, and save time.

Key Benefits of Importing Opportunities

Data Consolidation – Centralize all opportunity data in one place.
Time Efficiency – Reduce manual entry, saving time and minimizing errors.
Scalability – Handle large volumes of data through bulk imports.
Customization – Choose whether to create new, update existing, or do both.
Data Integrity – Maintain accuracy and up-to-date opportunity records.

Step 1: Prepare Your Data

Your file must be in .CSV format and under 30 MB.
Include a header row with field names.

Mandatory fields for creating new opportunities:

Contact ID
Opportunity Name
Pipeline Name

⚠️ Important: Importing opportunities is not reversible. Double-check your data before proceeding.

Default Values (if fields are missing):

Stage Name → defaults to the first stage in the pipeline.
Opportunity Value → defaults to 0.
Status → defaults to Open.
Lost Reason (if provided) → sets status to Lost.

How to Retrieve Required IDs:

Export Opportunities → to get Opportunity ID, Pipeline Name, and Stage Name.
Export Contacts → to get Contact IDs.

Step 2: Format Your File

Follow accepted formatting rules for each field:

Dates: mm/dd/yyyy, yyyy/mm/dd, mm-dd-yyyy, yyyy-mm-dd
Multi-select / Checkbox / List: Blue, Yellow, Green (, ; . accepted)
Single Option / Radio: Value 1
Opportunity Owner: FirstName LastName (e.g., Logan Paul)
Tags: Tag1, Tag2 (, ; . accepted)
Phone Numbers: E.164 format (+1 1234567890) or US standard (123-456-7890)
Numerical Fields: 1.23, 1234, .123
Monetary Values: 1234, 1,234,234.33
Opportunity Followers: Adam Smith, David Lee

Step 3: Choose Import Options

When uploading, select one of the following:

Create Opportunities – for new opportunities.
Update Opportunities – for existing opportunities (requires Opportunity ID).
Create and Update – to do both in one process.

Step 4: Upload and Map Your Data

Upload your CSV file.
Map each column to the appropriate PXME field.
Review mappings carefully to prevent data misalignment.

Step 5: Review and Confirm

Preview your data to confirm accuracy.
Select Don’t update empty values if you don’t want blank fields to overwrite existing data.
Confirm to start the import process.

Step 6: Monitor and Track

Track progress in the Bulk Actions area.
Use Show Stats to review:
- Errors → rows that failed due to missing required fields.
- Warnings → non-critical fields that failed to update, but row still processed.

Troubleshooting Common Errors

Invalid Option for Dropdown → Ensure values match existing system options or add new ones.
Invalid Contact ID → Verify the ID exists; remove it if creating a new contact.
Date Parse Error → Reformat to accepted date styles.
Duplicate Unique Value → Remove duplicates in unique fields (e.g., email, ID).
File Not Found → Ensure the file is valid and re-upload.
Missing Required Fields → Add all mandatory fields before re-importing.

Pro Tips

Use imports to tag related contacts for better segmentation.
Break very large imports into smaller files for easier error handling.
Always double-check mappings before confirming an import.

FAQs – Importing Opportunities

Q1: What happens if mandatory fields are missing?
A: Rows missing required fields will fail. Ensure all mandatory fields are filled before import.

Q2: Can I update opportunities without an Opportunity ID?
A: No. Updating requires the Opportunity ID. Export data first to retrieve IDs.

Q3: What should I do if my date formats cause errors?
A: Ensure all date fields use accepted formats (mm/dd/yyyy, etc.).

Q4: How do I fix invalid dropdown/multi-select values?
A: Check your file values against system options. Update mismatches before re-import.

Q5: What’s the best way to handle very large imports?
A: Split into smaller batches to avoid overwhelming the system and simplify troubleshooting.