How import matching works
How import matching works, and how to fix import errors
What Ahoy matches on when you import, and what each review message means.
When you import a file, Ahoy does two kinds of matching. It matches each row against records you already have, and it matches link columns – like a contact's company – to the record they point at. Most import problems come from the second kind. This article explains both, and what each message on the review step means.
Before you begin
- Where to import. Go to Settings → CRM → Import & Export and click New import.
- File types. Ahoy reads .csv and .xlsx files, up to 10,000 rows per file. Save .xls files as .xlsx first.
- A small test file. There's no undo, so run a handful of rows before the full file.
How rows are matched
In the mapping step, each section shows its match rule in one sentence. For example: "Match existing Contacts by Email. Update matches, create the rest."
If a section says every row creates a new record, nothing in your file can match what's already in Ahoy. This is the default for deals.
To change the rule, open the matching options for that section.
- What to match on. Choose columns mapped to a unique property, or to a text, email, phone, URL, or number property.
- Any or every. A record can match any selected column, or it must match every one.
- What happens to a match. Choose Replace with values from your file or Only fill empty fields. Blank cells in your file never clear existing values.
- Use a column as the ID. When a column looks like an ID, Ahoy offers to use it as each record's ID. This keeps records that share a name apart.
How links are matched
A link column connects each row to another record. In the mapping step, you choose which property Ahoy uses to find that record.
| Linking to | Match by |
|---|---|
| Company | Name or Domain |
| Contact | |
| Deal | Name |
| Teammate, such as an owner | Email or Name |
Contacts can't be matched by name, because first and last name are separate properties.
You can also match on any property that requires unique values, including your own. This is how you link by an ID from another system.
Link records by your own ID
- Create the property. Go to Settings → CRM → Objects & Fields, choose the object type, and click Create property.
- Make it unique. Turn on Require unique values before you save. This can't be changed after the property is created.
- Import the records that hold the ID. For example, import companies with the ID column mapped to your new property.
- Link by it. In your next file, map the ID column as a link and choose your property as the match.
What the review messages mean
| Message | What it means | What to do |
|---|---|---|
| Link values have no match | The value didn't find a record | Check the spelling, import the linked records first, or change what you match by |
| Link values match more than one record | Two or more records share that value | Match by something unique, such as Domain or your own ID |
| Rows won't be imported because a link didn't match | The row depends on a link that failed | Fix the link, or accept that those rows are skipped |
| Values will be left out unless you fix them | A value doesn't fit its field, such as a date or a dropdown option | Fix the value in the review step or in your file |
| Resolve conflicts with records you already have first | Your file disagrees with a value already in Ahoy | Click Resolve conflicts and choose which value to keep |
| Message | What it means | What to do |
|---|---|---|
| Choose which values to keep for duplicate rows first | Two rows in your file match each other | Keep the value from the first or the last of those rows |
| Columns aren't mapped and won't be imported | Acolumn has no property | Map it, or leave it out |
| Fix the file problems before importing | A mapping problem blocks the whole file | Go back to the mapping step and fix it |
Good rows still import when others are skipped. The summary tells you how many rows came in.
Good to know
- Bulk conflict choices. You can keep what's in Ahoy for every conflict, or replace every value with the one in your file.
- Defaults for the whole file. In the mapping step, you can set an owner for records that have none, and choose whether imported records are Public (everyone in org) or Private (importer and owner).
- Help fixing bad rows. The review step can build a prompt that lists the failed rows. Click Copy prompt and paste it into an AI assistant to work out the fixes.
- Fields imported as text. After an import, we tell you if some fields came in as text because their values didn't fit the field type.
Need help?
Email help@ahoy.ai or message us in your shared Slack channel.
Related articles
- Importing your contacts and accounts
- Create and manage fields