In Step 3 — Review, the review table shows how each uploaded row will be treated before anything is written to your account. This guide covers reading the table and resolving rows that matched more than one existing record.
Reading the review table
For each row, the table shows:
- Import status — what will happen to the row:
- New — a new record will be created.
- Selected — an existing record has been chosen, and the row will update it.
- Profile match — how many existing records the row matched:
- No matches — nothing in your account matched, so the row creates a new record.
- 1 Match — exactly one record matched. It is chosen for you automatically, which is why the status reads Selected.
- A count such as 3 Matches — several records matched, and the Importer cannot tell which one you mean.
Your mapped columns follow to the right. Use Pin column and Hide column above the table, or the full-screen control, if there are more columns than fit comfortably.
Rows with more than one match
When a row's Profile match shows a count of two or more, the Import status stays New.
If you do nothing, the Importer creates a new record rather than updating one of the matches. To update an existing record instead, you must choose it yourself.
Resolving a row
- Click the Profile match count on that row. A Profile Match panel opens from the right.
- The panel is headed Select a profile and explains: "Select a single profile to update or create as new Contact."
- Choose one of the options:
- Create as new Contact — "This will create a new Contact for this record." This is selected by default for a multi-match row.
- One of the matching profiles — each is listed with its name, organisation, email address and mobile number so you can tell them apart.
- Skip row — "This option will skip importing this row." The row is left out of the import entirely.
- Click Select to apply your choice, or Cancel to close without changing anything.
- Repeat for every row showing a count of two or more.
You can open the panel on a 1 Match row too, if you want to check the record that was chosen for you, swap it for a new record, or skip the row.
Checking what an update will change
Before you accept a match, tick Show previous values above the table. Each cell that will change then shows the existing value struck through, with the incoming value beneath it.
Ticking it also adds a Change type filter, which lists every field that will actually change across the import with a count beside it — for example Email (1). It is the quickest way to see the real scope of an update before you run it.
Finding rows that need attention
Use the filters above the table:
- Contact type — All contacts, Matches, New contacts or Skip. Each shows a live count.
- Record status — All statuses, Valid, Empty or Error. Each shows a live count.
Filter to Matches to step through matched and multi-match rows efficiently. Rows you set to Skip row appear under Skip.
Leaving rows out
The tickboxes in the left-hand column control which rows import. Untick a row to leave it out, or use the tickbox in the header to select or deselect everything. The button at the top right shows the number of selected rows, for example Import 3, so you can confirm the count before running it.
This is separate from Skip row in the Profile Match panel — both leave a row out, but Skip row records the decision against that row and shows up under the Skip filter.
Why rows match more than one record
- A less unique matching strategy, such as Full name only, is far more likely to match several records.
- Choosing a more unique strategy, such as SwiftFox ID or Email address only, reduces the number of rows you need to resolve.
Tips
- Resolve every multi-match row before importing, or you may create duplicates without meaning to.
- If you see a lot of multi-match rows, consider going Back to Step 2 and choosing a more unique matching strategy instead of resolving them one by one.
- Spot-check a few Selected rows with Show previous values on, to confirm the Importer is updating the records you expect.