Importer — Limitations & best practice

Things to keep in mind to get clean, predictable imports.

File and format limits

From the Guidelines panel, which you reach from the guide link in Step 1:

• The file should be in .csv format; Excel (.xlsx) files are also accepted by the upload box.
• No more than 1,000,000 rows and 100 columns.
• File size must be under 20 MB.
• A header row is required, and header titles must not contain spaces — use Firstname, not First name.
• Mobile numbers: the + prefix for international numbers, no spaces. Landlines: the area code as well.
• Dates must be DD/MM/YYYY.
• Use the sample CSV as a template so your columns and value formats are right from the start.

Field type support

• Importable custom field types are Text, Number and Select. A multi-value select accepts comma-separated values, for example Bronze, Silver, Gold.
• The SwiftFox field dropdown is grouped into Default Fields, Address Fields, your account's custom field sections, and Record fields. Record fields can be imported.
• If a field you need is genuinely not listed, contact your Account Manager or Support to confirm whether it can be imported.

Automatic mapping is a starting point, not an answer

• SwiftFox maps the columns whose headings it recognises as soon as you upload, which saves time but is not infallible.
• Two columns with similar headings are the usual source of a misplaced field, so read the mapping table rather than trusting it.
• The Mapped tick is a status indicator that follows the field you select — it is not something you set, and it does not mean the mapping is correct.

Matching prerequisites

• The matching strategy is pre-set to Full name and contact detail. Change it deliberately rather than accepting the default by omission.
• Your chosen strategy relies on specific columns being present and mapped — Full name plus email needs first name, last name and email.
• If those columns are missing or unmapped, matching fails quietly and rows are treated as new.

Duplicate handling

• A Profile match count of two or more means several existing records matched the row.
• The Importer creates a new record unless you open that row and explicitly select an existing profile, so resolve every multi-match row before importing.
• A single match is selected for you automatically. That is usually what you want, but check a few with Show previous values before running a large import.

Error handling

• Cells flagged with an error icon will not import cleanly.
• Review-table cells are read-only — correct the data in your file and re-upload, or untick the affected rows and import them separately.
• Trimming leading and trailing spaces resolves a large share of select-field mismatches.

Mapping profiles are shared

• Saved mapping profiles are visible to everyone in your account, not just to you.
• Name them so a colleague would recognise them, and check someone else's profile against your own file before reusing it.

Report availability

• The import report is generated in the background and delivered as a notification, not as an immediate download.
• The download link expires 480 minutes (8 hours) after it is generated. Download it while it is available, or request it again from the Import Overview.

Sync lag after adding fields or values

• If a newly created custom field or select option does not appear for mapping, log out and back in to expedite syncing, then recheck.

Best practice checklist

• Start from the sample CSV and follow the Guidelines, especially the no-spaces rule for header titles.
• Clean your data first — trim spaces, and format phone numbers and dates correctly.
• Choose the most unique matching strategy available, preferring SwiftFox ID, to minimise multi-match rows.
• Check the automatic mappings before moving on, starting with the columns your matching strategy depends on.
• Save a mapping profile for any import you will repeat, under a name your colleagues will understand.
• Resolve every multi-match row and every flagged cell before importing.
• Use Show previous values to confirm what an update will actually change.
• Confirm the count on the Import button matches what you intend to load.
• Run a small test batch for unfamiliar files, then import the full file.
• Afterwards, read the Import Overview, download the report before it expires, and spot-check records in Contacts.