A matching strategy tells the Importer how to decide whether an uploaded row should update an existing record or create a new one. You choose it in Step 2 — Match columns, under How should we match your import to existing SwiftFox records?
The field is pre-set to Full name and contact detail. If that is not the strategy you want, change it before moving on — it is easy to miss because it is already filled in.
How matching works
- The Importer compares the fields in your chosen strategy against the existing People and Organisations in your account.
- If exactly one record matches, that record is chosen for you. The row's Import status becomes Selected and its Profile match reads 1 Match.
- If no record matches, the row's Import status stays New and a new record is created.
- If more than one record matches, the Profile match shows the count (for example 3 Matches) and the Import status stays New. Unless you open the row and pick one, a new record is created — see Reviewing & resolving duplicate matches.
Available matching strategies
Each option shows a short description of what it needs when you open the list:
- Full name and contact detail — requires your data to match a first name, last name, and any contact detail field in SwiftFox (mobile, landline, email). A strong everyday option, and the default.
- Full name and organisation name — requires your data to match a first name, last name, and any organisation field.
- Email address only — requires your data to match email fields.
- Full name only — requires your data to match first name and last name fields. Use with caution, as common names collide.
- Full name plus email — requires your data to match first name, last name, and email address fields.
- SwiftFox ID — requires your data to match the SwiftFox ID field. The most precise option, because it guarantees a one-to-one match.
- Do Not Match — you do not require your data to match any fields. Every row is treated as brand new.
Required fields for your strategy
Whatever strategy you choose, the fields it relies on must be present in your file and mapped in the mapping table below.
- For example, if you choose Full name plus email, your file must include and map first name, last name and email columns.
- If the required fields are missing or unmapped, matching will not work as intended and rows may be wrongly treated as new.
- The Importer maps columns automatically where the headings line up, so check the mapping table rather than assuming — a matching field it could not recognise leaves a gap that quietly breaks the strategy.
Choosing the right strategy
- Use SwiftFox ID when you exported records from SwiftFox, edited them, and are re-importing. It is the safest way to update exactly the right records.
- Use Email address only or Full name plus email when email is reliably unique across your contacts.
- Use Full name and contact detail or Full name and organisation name when you do not have IDs or reliable emails.
- Avoid Full name only for large lists where duplicate names are likely.
- Use Do Not Match for a clean, first-time load where you know nothing already exists in your account.
Tips
- The more unique the matching field, the fewer multi-match rows you need to resolve in Step 3.
- If you expect updates rather than new records, check that your matching fields are populated for every row before importing.
- The Contact type filter in Step 3 tells you straight away how the strategy performed — Matches against New contacts. If almost everything landed under New contacts when you expected updates, go Back and reconsider the strategy rather than importing.