If you have a list of potential leads, you can import them using the Lead Import function.

To import lead information, you must either have the lead information contained in an import package or in a CSV structured for lead import. During the import process, you can match the leads that you are importing with existing contacts within your system.

Lead data must minimally contain the first and last names for each lead. Additionally, each lead must have a piece of contact information in the form of an email address or phone number. You can also associate each lead with a market segment and sales concept, or include information about the lead's company and position.

Sales and marketing classification

You can classify leads by the marketing segment to which they belong and to the sales concept with which they are most closely associated.

NexJ CRM includes a number of default marketing segments and sales concepts that you can use to classify your leads before and after you import them into the system. Your organization may also include additional classifications for each of these areas.

Market segments

You can associate leads with the following market segments:

Starting Out
Leads in this segment are just getting into the market. They are typically just out of post-secondary education, or buying their first home.

Pre-Retirement
Leads in this segment are established in the workforce.

Retirement
Leads in this segment are retired or semi-retired.

Sales concepts

You can associate leads with the following sales concepts:

First-Time Home Buyer
Typically associated with leads in the Starting Out market segment, this concept focuses on products that pertain to people purchasing their first home.

Mortgage Needs
Typically associated with leads in the Pre-Retirement market segment, this concept focuses on products that pertain to the securing, negotiation, and renegotiation of mortgages.

Retirement Income
Typically associated with leads in the Pre-Retirement market segment, this concept focuses on products to help people plan and prepare for retirement.

Survivor Needs
Typically associated with leads in the Pre-Retirement and Retirement market segments, this concept focuses on products to provide benefits to surviving relatives.

Wealth Transfer Planning
Typically associated with leads in the Retirement market segment, this concept focuses on products to transfer funds between accounts or parties in order to maximize benefit.

Importing lead data

Use the Import Data tool in the Leads workspace to import lead data from an import package or from a CSV file into NexJ CRM.

In order to successfully import your data, you must have a properly formatted CSV file or import package. See Preparing lead import CSV files and Creating import packages for instructions on creating these.

To import a lead package:

1. Navigate to the Leads workspace and click the Options buttonin the leads panel.
2. Select Import Data.
   The Import Leads dialog opens, allowing you to specify the details of the import.
3. In the Import Leads dialog, specify the details of the import:
   1. In the Select the file to load field, use the Browse button to specify the CSV or ZIP file that contains the data you want to import.
   2. From the drop-down menu, specify the source type of the leads.
   3. Provide a name for the set of leads.
      This name will appear in reports on the progress of the import, and will be used to differentiate this import from other imports you might be working on at the same time.
   4. Using the selection tool, specify the person to whom the leads should be assigned.
      By default, the package will be imported for you. Depending on your security settings, this value might limit which existing contacts are used for matching with imported leads. Only existing contacts to which the user has access will be used for matching.
   5. If you want to be notified when the import is complete, ensure that the Notify me when leads have been processed option is selected. If you do not want to be notified, clear the option.
4. Click OK.

The dialog closes and the data is transferred into a queue for import. You will receive a notification when the import is complete.

If the import fails, click the View button on the notification dialog to review the error log. Only the first 500 errors are included in the log. Correct these errors and import the package again.

If you want to view the status of this, or any other import, click the Options button  and select View Imports. The Import Processes dialog displays a list of all import jobs.

Reviewing and matching imported leads

After you import the lead data, you can review it and match the leads to already existing contacts and leads.

As part of the import, NexJ CRM attempts to match each imported lead to any existing leads and contacts. This provides advisors with a comprehensive view of the specific lead, and helps prevent duplication of information within the system. For each lead you are importing, you can review the suggestions and accept or override them before completing the import.

You also have the option of processing multiple leads at the same time. To do this, see Importing multiple leads at the same time.

To review and match the imported leads:

1. Navigate to the Leads workspace and click the Options button  in the leads panel.
2. Select View Imports.
   The Import Processes dialog opens and displays all of the recent lead imports and their state.
3. In the Import Processes dialog, locate the import you want to review and complete.
   The import that you choose should have a status of Waiting on User.
4. Click the import you want to work with and then click Open.
   A new workspace opens. The list of leads being imported appears on the left of the workspace in the Staged Leads list. Next to each lead is an indicator showing how closely it matches an existing contact or lead, and the import action that will occur when the import of the lead completes.
5. In the Staged Leads list, select the lead whose matches you want to review.
   The details for the lead appear in the main area of the workspace. The lead information appears at the top of the workspace, followed by a set of option buttons that allow you to specify the import action. Finally, the Matches tab presents a series of existing leads and contacts that might match the selected lead, if any exist.
6. Specify how to process the staged lead by selecting one of the following options:

   • Associate lead
     Create the lead and associate it with an existing lead or contact.

   • Create new lead
     Create the lead without associating with any existing lead or contact in the system.

   • Delete lead
     Discard the lead and do not import it. Leads that are discarded when processed cannot be restored without carrying out the import again.

7. If you specified Associate lead, then specify the lead or contact that you want to associate it with.
   1. In the Matches tab, click the contact or lead that you want to associate your lead with.
      If you want to associate the lead with a contact who is not displayed on the tab, then click Select Another Match and specify the contact that you want.
   2. Click Set as Match.
      The Match column of the table updates to indicate the selected lead or contact.
   You can only match your lead with a single contact or lead.
8. After you have selected the contact and leads that you want to match the lead with, click Process Lead.

The lead is imported, and becomes available in the Leads workspace.

When you have completed processing all available the leads, the workspace for the imported lead set closes.

Lead matching logic

When you submit lead data for matching, NexJ CRM uses algorithms to determine which leads data is new and which data is duplicated in NexJ CRM and should be consolidated with an existing lead record.

The following table lists the data fields that are used by NexJ CRM to match imported leads and shows percentages for the quality of the match.

Lead matching data fields and match quality values

Before completing the import process, you will have the opportunity to review the imported lead data, and the match quality value, and to specify how to process staged leads. For example:

• If only the work phone number matches, the match quality is 40%. This is considered a low quality match, so you may choose to create a new lead.
• If an email address, work phone number, and at least one first name or last name match, the match quality is 85%. This is considered a high quality match, so you may choose to associate the imported data with the existing NexJ CRM lead or contact.

Importing multiple leads at the same time

You can complete the import for multiple leads at the same time while you are reviewing the lead data.

While you are reviewing and matching the imported lead data, you have the option of completing the import for multiple leads at the same time. You can either complete the import for all of the leads at one time, or you can complete the import for a subset of the list by first filtering it.

To import multiple leads at once:

1. Navigate to the Leads workspace and click the Options button in the leads panel.
2. Select View Imports.
   The Import Processes dialog opens and displays all of the recent lead imports and their state.
3. Locate the import you want to review and complete.
   The import that you choose should have a Status of Waiting on User.
4. Click the import that you want to work with and click Open.
   A new workspace opens. The list of leads being imported appears on the left of the workspace in the Staged Leads list. Next to each lead is an indicator showing how closely it matches an existing contact or lead, and the import action that will occur when the import of the lead completes.
5. Filter the leads to display only those leads that you want to import at this time, or leave the entire list unfiltered so that you can import all the leads at once. To filter the list:
   1. Use the search field in the Staged Leads list to filter the list based on the first or last name of the lead.

      You can format your search as <first_name> <last_name>, or as <last_name>, <first_name>.

      Entering only one name searches on last name. If you want to search only for a first name, use the search *, <first_name>.

      Use * as a wildcard character at the start or in the middle of a name. It is not required at the end of a name. That is, searching for park and searching for park* will bring up the same information.

   2. Use the Quality and Action drop-down menus to refine your search based on the match quality or import action.

      The Quality drop-down menu allows you to filter based on how well the leads match existing leads or contacts already in the system. You can specify whether to show high, medium, or low quality matches.

      The Action drop-down menu allows you to filter based on the action that will take place when you complete the import of the lead. You can filter for leads that will be associated to an existing lead or contact, leads that will be created without association, or leads that will be discarded rather than imported.

6. If you want to change the action for any of the leads in the list, individually click them and then modify the import action information in the main area of the workspace.
7. When you have filtered the list to show only those leads you want to complete the import for, and have reviewed the import actions for those leads, click Process Current List.

The leads that had been visible in the list are queued for import. NexJ CRM will notify you when the import for those leads completes.

If there are any leads remaining after you submit the list for processing, you can continue importing a new segment of the list, or process the remaining leads one at a time. If there are no leads left to import, then the workspace closes.

Generating lead import error reports

If errors occur during a lead import, you are able to generate an error report to find out what the errors were. The import error report contains detailed information on the import package and any errors encountered. The package information includes:

• The name of the import job.
• The stage of the import at which errors were encountered.
• The total number of leads that had errors.

For each error, the report includes:

• The name of the file containing the data that prompted the error.
• The line of the file containing the data that prompted the error.
• The text of the error generated by the import engine.

The lead import error report includes data for up to 2500 records or 200 pages. If the import encounters more than 2500 errors or would run longer than 200 pages, the printed report will be truncated.

To generate a lead import error report:

1. Navigate to the Leads workspace and click the Options button  in the leads panel.
2. Select View Imports.
   The Import Processes dialog opens.
3. In the list of import jobs, select the job that you want to generate the report for.
   If the import job has an error report available, the View Error Report button become active.
4. Click View Error Report.

The report is generated. In the dialog that opens, you can specify whether you want to save the report or open it immediately.

After reviewing the report, you can save it to your computer, or print it.

Deleting import jobs

You can delete an lead import job before it is completed from the Import Processes dialog. You can delete any job with the following statuses: Failed, Completed, or Waiting on User.

If you delete an import job with the Import Into Staging state, all data from the import package is deleted.

If you delete an import job with the Review Staged Data state, all data from the import package is deleted.

If you delete an import job with the Review Matched Data state, all unprocessed records are deleted and will not be processed further. Any processed records remain in your database.

To delete an import job:

1. Navigate to the Leads workspace.
2. Click the Options button  and select View Imports.
   The Import Processes dialog opens.
3. Click the Action button  beside the job that you want to delete, then select Delete.
   A confirmation dialog opens asking you to confirm that you want to delete the import.
4. Click Delete.
   The confirmation dialog closes.
5. Click Close.
   The Import Processes dialog closes.

The import is permanently deleted.