Running the import & the Import Overview

Once you have reviewed matches and dealt with errors in Step 3 — Review, you can run the import. This guide covers running it, reading the Import Overview page, downloading the report, and the Post that SwiftFox adds to your profile.

Before you run the import

Confirm you have:

• Resolved every row whose Profile match shows a count of two or more, so you do not create duplicates.
• Dealt with rows flagged with an error icon — corrected and re-uploaded, or unticked so they are left out.
• Used Show previous values to check what will change on the records you are updating.
• Checked the tickboxes in the left-hand column, so only the rows you want are selected.

Running the import

1. Check the number on the button at the top right — for example Import 3. This is how many rows are selected, and it is your last chance to confirm the scope.
2. Click Import.
3. SwiftFox processes the rows and takes you to the Import Overview page when it finishes.

The Import Overview page

The page is headed Import Overview with your file name beside it, and it is where the results live.

Five counts run across the top:

• Total rows — how many rows were processed.
• New contacts — how many new people were created.
• Total profile matches — how many rows matched an existing record.
• Contacts updated — how many existing records were updated.
• Errors — how many rows failed.

Three cards sit beneath them:

• Import details — Import date, File size, Total Rows, Total columns, and Headers Detected.
• Status details — Total errors and Invalid data.
• Contact types — a breakdown of New, Single-match and Multi-match.

Organisations created alongside people are not counted in New contacts, which covers people. Check the Organisations feature if you want to confirm what was created.

Downloading the report

1. Click Download Report at the top right of the Import overview card.
2. The report is generated in the background. It is not an immediate download.
3. When it is ready, a notification arrives: "Your requested import report containing n records has been generated. Click here to download."
4. Open the notification and select the download link to get the file.

The download link expires 480 minutes (8 hours) after the report is generated. If you miss that window, return to the Import Overview and request the report again.

The Post on your profile

After the import, SwiftFox automatically adds a Post to the Feed on your own profile, tagged with the Import topic. It also mentions you, so it appears in your notifications.

The Post summarises the import:

• The file name and the time it completed.
• File size.
• New Profiles, Single Match, Multi Match and Total Errors.
• A (Click here for full details) link back to the Import Overview page.

This gives you and your team an activity record of what was imported and when, and a way back to the overview later.

After importing

• Check the Errors count. If it is not zero, download the report, correct those rows in your file, and import just those rows.
• Spot-check a few created and updated records in Contacts to confirm the data landed where you expected.
• Keep the report as a record of the import — remember the link expires, so download it while it is available.

Tips

• Run a small test batch first when importing an unfamiliar file, then import the full file once the results look right.
• The Contact types card is the quickest way to confirm the import did what you expected — mostly updates, or mostly new records.
• If you cannot find the Import Overview again later, the Post on your profile links straight back to it.