Import / Export

Heap CRM uses a format called "CSV" to both import and export person and lead, opportunity, customer and archive information. CSV is an incredibly common format that can be created by a large number of applications. Below is instructions from the three most popular applications:

Outlook:
  1. Select File > Import/Export > Export from the main menu
  2. Choose Comma Separated Values (Windows) > Select "Contacts" > Save exported file

Outlook Express:
  1. Select File > Export > Address Book from the main menu
  2. Select "Text File (Comma Separated Values)"
  3. Click Export

Gmail:
  1. Select "Contacts" from the left menu items
  2. Select "Export" from the bottom buttons
  3. Select "Outlook CSV"

Gmail (Direct Integration):
Many more applications will produce CSVs, if you aren't using one of the above, please consult your application's help section.

Note: Some applications on the Mac (most notability Apple Address Book) do not export CSVs. However, if the application creates a vCard, you can convert it to a CSV:
Importing into People:

From the "People" tab select the item labeled "CSV" under the "Import" section on the bottom right.

Note: When you import when a category is selected, all of the imported items will automatically be placed in that category



Duplicate checking will ignore/replace people who are already in your Heap account. It will also ignore duplicates within the file itself.

If this import didn't turn out how you expected, you can always undo:



Importing into Leads, Opportunities, Customers and Archives:

From the "Lead", "Opportunity", "Customer" or "Archive" tab select the item labeled "CSV" under the "Import" section on the bottom right.

Note: When you import when a category is selected, all of the imported items will automatically be placed in that category



Duplicate checking will ignore/replace people who are already in your Heap account. It will also ignore duplicates within the file itself.

Note: Importing Leads, Opportunities, Customers and Archives will essentially perform two actions for each entry in the CSV at once:
  • It will create a person
  • It will create a transaction connected to the person

You can also fire a event template on each of the imports. Please be careful with this, it will create a great number of events.

If this import didn't turn out how you expected, you can always undo:

Most CSV contact data can simply be imported in to Heap, so you might try that first before going through this effort (you can undo an import). However in rare cases you might have to edit the "headers" (or first row) of your CSV in a spreadsheet application (like Microsoft Excel or Google Sheets). If you want to import into a custom value, the header field must match the name of the custom value exactly.
You can import a whole bunch of events into Heap in the form of a CSV. The only required fields are title and date. However, all event fields are supported, including associations and email templates. Just like all CSVs imported into Heap, the first row is treated as the header (name/field of each column):

You can export in a verity of ways in Heap, but remember you always export what you are currently looking at. So if you have a category selected, you will only export that category.

Export format by section:
  • Messages: RSS, E-Mail Alerts
  • People: Google Docs, Google Contacts, E-Mail, CSV, JSON, vCard and Messages RSS / Calendar iCal based on Relationship to Person
  • Leads, Opportunities, Customers and Archives: Google Docs, E-Mail, CSV, JSON, vCard and Messages RSS / Calendar iCal based on Relationship to Prospect
  • Calendar: iCalendar, E-Mail Alerts
  • Search: RSS for Message results, iCalendar for Event Results, CSV, JSON and vCard for People, Leads, Opportunities, Customers and Archive results
  • Reports: CSV, Google Docs, Google Visualization
  • E-Mail Templates: CSV, Google Docs
  • Event Templates: CSV, Google Docs