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15 Expert Tips for Smooth SmartSuite Data Importing

15 Expert Tips for Smooth SmartSuite Data Importing

7 minutes

April 13, 2023

Today, we're diving deep into the art of data migration, specifically into the world of SmartSuite. Whether you're a newcomer to this powerful project management tool or you're steering a large organization brimming with vast datasets, these 15 pro tips will ensure your data import experience is seamless and efficient. So, let's roll up our sleeves and become savvy with SmartSuite's data import process!

Get Acquainted with SmartSuite’s Data Import Tool

Before anything, take a moment to get cozy with the SmartSuite data import tool. This nifty feature is a lifesaver, allowing you to automatically map fields, handle multi and single select fields with ease and, the cherry on top, create those crucial linked relationships between records quicker than you can say 'import'.

Extract Your Existing Data

When transitioning from your current systems, you'll need to export your data. Some SaaS platforms are friendly here; they almost gift wrap your data with a nice, big bow. Others... not so much.

For instance, making the leap from HubSpot should be smooth, but what about those pesky details like archived emails and notes? These can be the linchpins of your operation. I'll let you in on a little pro move: when we faced this hurdle, we scripted a Python solution to pry loose every crucial detail via API and set it neatly for SmartSuite import.

Safeguard Your Raw Import Files

This could be your lifeline. If on a rare chance things go south, you wouldn’t want your original data fading into the digital abyss. Stash those files somewhere safe - think Google Drive or Dropbox - and you can breathe easy.

Prep Your Data Right

Cleaning data isn't the most glamorous part, right? But it's essential. Toss out unnecessary columns and tidy up the data like you're preparing for a first date with SmartSuite. Precision is key here.

Employ an Import Grid View

Stepping up, create a dedicated import grid view in SmartSuite. It's like setting the table before a feast - you'll want to account for every field type, ensuring nothing's amiss.

And for an even smoother process, match your spreadsheet column labels with the field names you use in SmartSuite. This will save you time when mapping, and who doesn't love a bit of time in their pocket?

Handle the Nuances Head-On

SmartSuite fields can be finicky, like a tricky phone number format. My hot take is to iron out these kinks directly in your CSV files. Do it once and do it right. You'll thank yourself later if you have to repeat the process.

Harness the Power of Formulas

Whether it's Google Sheets or Excel, mastering formulas can make data massage a breeze rather than a chore. Say you're dealing with phone numbers alongside extensions - formulas are your friend, splitting them effortlessly into SmartSuite-compatible fields.

Curate Import Order

The sequence is sometimes everything. Import your company accounts before those thousands of contact records, so you can link them in one graceful motion.

Lean on Unique Identifiers for Links

Unique identifiers work like a charm in maintaining clarity during imports. Imagine trying to link records when you have a crowd of John Smiths; those unique IDs will be your guiding light through the data haze.

Test with a Prototype Record

Before unleashing all your data en masse, test the water with a prototype record or two. It's like a trial run for your import marathon.

Mind the Import Limits

Here's where you need to be crafty—SmartSuite caps at 5 MB per import. If you have a gargantuan email history, you'll want to slice it into digestible CSV chunks with a script.

Tag Each Batch

Keeping tabs on which batch of data flew smoothly and which didn't is crucial. Use a unique tag or integer for each import so you can troubleshoot with ease.

Pause Your Automations

Remember to suspend your integrations and automations during the import affair. Can you imagine triggering an automation for each of the thousands of imported records? Pure chaos.

Verify and Validate

Once your data has found its new home, make it a point to cross-check everything. Peek into your power search, make sure everything's been indexed correctly, and pat yourself on the back for the job well-done.

Craft a Cutover Plan

And finally, it's transition time. Ensure your team knows when to switch from the old system to SmartSuite. No more data limbo!

To experience SmartSuite's key benefits for yourself, start a free trial today and explore its intuitive work management platform.