Common questions about the Importer.
Where do I find the Importer?
Click the plus (+) at the top-right of SwiftFox to open the Create panel, then scroll to the bottom and choose Import Data. If you do not see it, ask your system administrator to give your user group the Import people and organisations permission, under List Management in Settings → User groups.
What are the steps in the Importer?
Three: Import data → Match columns → Review. Nothing is written to your account until you click Import at the end of the Review step.
What can I import?
Both people and organisations, or Organisations only (People and Organisations are the record types under Contacts). You choose this in Step 1.
What file types are accepted?
CSV and Excel (.xlsx). The Guidelines recommend .csv. Your file must be under 20 MB, with no more than 1,000,000 rows and 100 columns, and it needs a header row whose titles contain no spaces — use Firstname, not First name.
Do I have to map every column myself?
No. SwiftFox maps the columns whose headings it recognises as soon as you upload. Your job is to check the mapping table, fill in any blanks, and correct anything mapped to the wrong field. A column left without a SwiftFox field is not imported.
What is the Mapped tick?
A status indicator, not a tickbox. It appears automatically once a column has a SwiftFox field and disappears if you clear the field.
What matching options can I use?
- Full name and contact detail (the default)
- Full name and organisation name
- Email address only
- Full name only
- Full name plus email
- SwiftFox ID — the most precise, and preferred where you have the ID
- Do Not Match — treat every row as new
The strategy is pre-set to Full name and contact detail, so change it if that is not what you want.
What happens if two existing records match my row?
The row's Profile match shows the count, for example 3 Matches, and its Import status stays New. A new record is created unless you click the count, choose the right profile in the Profile Match panel, and click Select.
What happens if exactly one record matches?
It is chosen for you. The row's Import status reads Selected and it will update that record. You can still open the panel to change it or skip the row.
Can I leave a row out of the import?
Two ways. Untick the row in the left-hand column of the review table — the button shows how many rows are selected, for example Import 3. Or open the Profile Match panel for that row and choose Skip row, which records the decision and shows up under the Skip filter.
Can I see what will change before I import?
Yes. Tick Show previous values above the review table. Each cell that will change shows the existing value struck through above the incoming value. It also adds a Change type filter listing every field that will change, with counts.
How do I save time for repeat imports?
Type a name into Profile name under Create a new profile of your mapped data in Step 2. There is no separate save button — naming it is the whole action. Next time, pick it from Select a saved profile of your mapped data.
Are mapping profiles private to me?
No. Saved profiles are shared across your whole account, so name them clearly and check a colleague's profile against your own file before reusing it.
Can I import record fields?
Yes. Record-type custom fields appear in their own Record fields group in the SwiftFox field dropdown, alongside Default Fields, Address Fields and your account's custom field sections.
A field I need is not in the SwiftFox field dropdown. What now?
The list is long and grouped, so type in the field to filter it first. If it genuinely is not there, contact your Account Manager or Support to confirm whether it can be imported.
Why are some cells flagged with an error icon?
The value does not match the target field's type or its allowed values — for example an email missing the @, a select value that does not exist in your account, a date not in DD/MM/YYYY, or a non-numeric value in a number field. Also check for leading or trailing spaces.
Can I fix an error in the review table?
No, the cells are read-only. Correct the value in your spreadsheet, go Back to Step 1, remove the file and upload the corrected one. Apply your saved mapping profile so you do not have to redo the mapping. Alternatively, untick the affected rows and import them separately once fixed.
How can I quickly find problem rows?
Use the filters above the review table: Contact type (All contacts / Matches / New contacts / Skip) and Record status (All statuses / Valid / Empty / Error). Each option shows a live count.
I just added a custom field or select value but it is not available for mapping.
Log out and back in to help the new field or option sync, then recheck the mapping and review screens.
What do I get after importing?
An Import Overview page showing Total rows, New contacts, Total profile matches, Contacts updated and Errors, plus Import details, Status details and Contact types cards. Download Report generates a report in the background; it arrives as a notification with a download link that expires after 480 minutes. SwiftFox also adds a Post to the Feed on your profile under the Import topic, with a link back to the overview.
Will the Importer update existing records or only create new ones?
Both. Rows that match an existing record update it; rows with no match create a new record. Choosing Do Not Match forces every row to be created as new.
Does importing people also create their organisations?
Yes, if you chose Both people and organisations and the organisation does not already exist. Those new organisations are not included in the New contacts count, which covers people.