About
By linking records in Insightly, you can view of each record's connections to other records. Users can update records and the records they are linked to in a single import. For a simplified version of this process, consider using AppConnect.
In this Article
Importing Linked Records Overview
When you have records linked, it's important to keep both records up-to-date and consistent. For example, if you wanted to import a list of organizations, you would also want to update the contacts linked to them. Both objects can be updated simultaneously by creating a single CSV file with each of the object's required fields and importing that file into one of those objects.
The following objects can be used in this process:
- Tasks
- Contacts
- Organizations
- Leads
- Opportunities
- Projects
- Prospects
- Custom Objects
Requirements
The following fields are required for the import to be successful. You will need to include both sets of object fields in one file. Create a column in your csv file for each required field.
Object | Fields Required |
---|---|
Tasks |
|
Contacts |
|
Organizations |
|
Opportunities |
|
Projects |
|
Custom Objects |
|
Linked Records Import Examples
The following examples are commonly used by Insightly users.
Linked Contacts and Organizations
- Export your contact records and your organization records.
- Create a new CSV file.
- Create the following columns:
- Contact Record ID
- Contact First Name
- Contact Email Address
- Organization Record ID
- Organization Name
- Organization Email Address
- Any other fields needed in this import
- Copy the data from your contact and organization record imports. Paste the data into the columns in the CSV file created in step 2.
- Save your CSV file. Make sure the file is saved with .csv at the end.
- Return to your Insightly account and navigate to the Contacts object.
- Click the Import Contacts link in the sidebar. If the sidebar is not displayed, click the Show Sidebar icon.
- Click Select File and select the CSV file.
- Click Next.
- Choose an import action.
- Add New Records - Add new records and skip records that Insightly recognizes as duplicates.
- Update Existing Records - Update records that match the Record ID field in your file. Skip all other records.
- Add New Records and Update Existing Records - Update records that match the Record ID field in your file, skip duplicates, and add all other records.
- Do not uncheck the Skip the first row when importing checkbox. Your file should include a header row.
- Click the Trigger Workflow Automations checkbox if you want to trigger workflow automation actions that are applicable to the records you are importing.
- Click the Send Notifications checkbox, which allows users to choose whether these record change notifications will be sent or not. By default, record change notifications will not be sent.
- Click Next.
- Select or verify the Insightly Field for each column in your file.
- Click Start This Import.
Linked Contacts and Opportunities
- Export your contact records and your organization records.
- Create a new CSV file.
- Create the following columns:
- Contact Record ID
- Contact First Name
- Contact Email Address
- Opportunity Record ID
- Opportunity Name
- Any other fields needed in this import
- Copy the data from your contact and organization record imports. Paste the data into the columns in the CSV file created in step 2.
- Save your CSV file. Make sure the file is saved with .csv at the end.
- Return to your Insightly account and navigate to the Contacts object.
- Click the Import Contacts link in the sidebar. If the sidebar is not displayed, click the Show Sidebar icon.
- Click Select File and select the CSV file.
- Click Next.
- Choose an import action.
- Add New Records - Add new records and skip records that Insightly recognizes as duplicates.
- Update Existing Records - Update records that match the Record ID field in your file. Skip all other records.
- Add New Records and Update Existing Records - Update records that match the Record ID field in your file, skip duplicates, and add all other records.
- Do not uncheck the Skip the first row when importing checkbox. Your file should include a header row.
- Click the Trigger Workflow Automations checkbox if you want to trigger workflow automation actions that are applicable to the records you are importing.
- Click the Send Notifications checkbox, which allows users to choose whether these record change notifications will be sent or not. By default, record change notifications will not be sent.
- Click Next.
- Select or verify the Insightly Field for each column in your file.
- Click Start This Import.
Linked Contacts and Custom Objects
- Export your contact records and your organization records.
- Create a new CSV file.
- Create the following columns:
- Contact Record ID
- Contact First Name
- Contact Email Address
- Custom Object Record ID
- Custom Object Name
- Any other fields needed in this import
- Copy the data from your contact and organization record imports. Paste the data into the columns in the CSV file created in step 2.
- Save your CSV file. Make sure the file is saved with .csv at the end.
- Return to your Insightly account and navigate to the Contacts object.
- Click the Import Contacts link in the sidebar. If the sidebar is not displayed, click the Show Sidebar icon.
- Click Select File and select the CSV file.
- Click Next.
- Choose an import action.
- Add New Records - Add new records and skip records that Insightly recognizes as duplicates.
- Update Existing Records - Update records that match the Record ID field in your file. Skip all other records.
- Add New Records and Update Existing Records - Update records that match the Record ID field in your file, skip duplicates, and add all other records.
- Do not uncheck the Skip the first row when importing checkbox. Your file should include a header row.
- Click the Trigger Workflow Automations checkbox if you want to trigger workflow automation actions that are applicable to the records you are importing.
- Click the Send Notifications checkbox, which allows users to choose whether these record change notifications will be sent or not. By default, record change notifications will not be sent.
- Click Next.
- Select or verify the Insightly Field for each column in your file.
- Click Start This Import.