Who this is for: anyone whose contact or case import stopped with errors, and anyone looking back at what an earlier import brought in.
Prefer to watch? Fixing Import Errors and Using Previous Imports (Video)
New to importing? This article starts once an import has already run. To upload a file and map its headers, see Importing Contacts (New and Existing) first.
Why an import stops
NextAgency checks the whole file before it imports anything. If any row has a problem, nothing in that file is imported until it's fixed, so a bad row is never quietly skipped while the rest goes through. Instead, the import shows as Failed on your imports list, with a count of what needs attention.
Opening the error screen
- Go to your imports list: Contacts > Import for contact imports, or the Case Imports list for case imports.
- Click the import's Errors count. The error screen opens, with one numbered line for each thing to fix.
Most lines can be fixed right on this screen. When a line is fixed it turns green and shows Added.
More than one contact with the same name
When you're updating existing contacts and more than one contact in your portal shares a name, NextAgency doesn't guess which one you meant. The line reads "There is more than one contacts with this name...".
- Click the highlighted name.
- In the Select Contact window, choose the contact you want to update. The email, phone number and created date help you tell them apart.
- Click Save.
Your pick applies to this import only. When you click Validate / Import, the contacts you've picked won't come back as errors, and the same pick covers every row in the file with that name, so you only choose once. A brand new upload starts fresh, so you can pick a different contact next time.
Tip: contact picks are sent when you click Validate / Import, so make them last, right before you click it, and don't leave or refresh the page in between.
More than one case with the same name
The same thing happens when a row's Case Name matches more than one case. Click the highlighted case name, choose the right case in the Select Case window (it shows each case's created date, status and stage), and click Save.
A tag, vendor, carrier or general agent that isn't in NextAgency yet
If your sheet names a tag, vendor, carrier or general agent that doesn't exist in your portal yet, the line asks whether you'd like to add it. Click Yes and NextAgency creates it on the spot, then marks the line as fixed.
The new tag, vendor or carrier is a normal record from then on, so you'll find it in your settings and library like any other.
Running the import again
Once every line shows Added, click Validate / Import. NextAgency checks the file again with your fixes and, if nothing else needs attention, runs the import. You're taken back to your imports list while it runs.
If a line can't be fixed on this screen, such as a case name that isn't in your portal at all, correct your spreadsheet and run a new import instead. Re Map Headers on the error screen lets you change which column goes to which field without uploading again.
Your imports list (previous imports)
Every import you've run is listed on your imports list, newest first: Contact Imports for contacts, Case Imports for cases. The list checks for updates on its own while an import is running, and you can search it or sort it by most columns.
| Column | What it shows |
|---|---|
| Name | The name you gave the import. Click it to download the file you uploaded. |
| Imported Records | How many records the import brought in. Click the number to see them. |
| Status | In Progress (with a percentage while it runs), Completed, or Failed. |
| Errors | How many lines need fixing. Click the number to open the error screen. |
| User | Who ran the import. |
| Created | When the import was started. |
The Case Imports list has the same columns, plus the Market Segment of each import, whether it came from a spreadsheet or a form, and the import type (case, employee or form).
Lead Source on case imports
A case import can now set each case's Lead Source. Map your column to the Lead Source field on the Map Headers step.
- New cases: get the Lead Source from your sheet. If the cell is blank, or you don't map the column, the case's Lead Source is set to Imported.
- Existing cases you're updating: get the Lead Source from your sheet when the cell has a value. A blank cell leaves the case's current Lead Source as it is.
Common questions
Why didn't any of my rows import? NextAgency checks the whole file first and imports nothing until every error is fixed. Open the import's Errors count, fix each line, and click Validate / Import.
I picked a contact last time. Why is it asking me again? Contact picks apply only to the import you made them in. A new upload starts fresh, so you can choose a different contact if you need to.
Where did the tag (or vendor, or carrier) I created come from? Clicking Yes on the error screen creates it in your portal, the same as adding it by hand.
Can I get my original file back? Yes. Click the import's name on your imports list to download it.
Please contact our support team if you have any questions.