Import records

Bring the customers, companies and deals you already have into Mesy from a spreadsheet or another CRM. Only managers and admins can import.

Mesy has two ways to import:

• Import CSV loads one CSV file into the list you have open, such as your Contacts list.
• Import from another CRM loads several files at once, such as companies, contacts and deals, and keeps each contact linked to its company.

Both show a preview first. Nothing is saved until you click the import button.

Both buttons are in the toolbar at the top of any list. On a computer they’re icons, so hover over them to see their names. On a phone, tap More actions (⋯) to find them. If the list is empty, Import CSV also shows in the middle of the page.

The welcome steps in a new workspace offer Import CSV and From another CRM. If your workspace has no lists yet, only From another CRM shows. It can only fill lists that already exist, so set up your lists first. Until then, every file shows as not matched.

Import one CSV file into a list

Each row in your file becomes a record in Mesy, such as one customer or one company. Each column fills a field, which is one piece of information on a record, such as a phone number.

Put your column names in the first row of your spreadsheet. Then save it as a CSV file. In Excel, choose the CSV UTF-8 format. Mesy reads up to 1,000 rows from one file.

1. In the sidebar, open the list you want to fill, such as your Contacts list.
2. Click Import CSV in the toolbar.
3. Click Select a CSV file and choose your file.
4. Under Map columns, check which field each column goes into.
5. Check the summary line, for example “42 will import · 3 will skip of 45 rows”.
6. Click Import 42 records (the button shows your own count). Mesy shows what happened, for example “42 records imported · 3 skipped”, and lists each row that had a problem, with the reason.

You can’t undo a CSV import, so check the preview before you click the import button.

Check the column matches

Mesy matches each column to a field by its name. A small label next to each column shows how sure it is: exact, matched, guess or no match. A guess is Mesy’s closest match by name. Mesy picks it for you, so check each one.

At first, the counts leave out columns marked guess. Once you change any column’s match, the counts include them.

To change a match, pick a different field from the column’s list. To leave a column out, pick Don’t import. Each field can take only one column. Required fields end in *.

If a required field has no column, a warning names it. Every row is skipped until you pick a column for it.

Every change updates the counts. Below the summary, the first 30 rows show what each record will look like. A row that won’t import shows “Skip:” and the reason.

Link contacts to their companies

A link field points to another record, such as a contact’s Company. If a column fills a link field, Mesy looks for a record already in Mesy with the name in that cell, such as “Tan Holdings”. So import your companies first, then your contacts.

If no record has that name, Mesy leaves the field empty and warns you on that row. If the link field is required, the row is skipped. If several records share the name, Mesy links the most recent one and warns you.

Record marketing consent

If your file has a column saying whether each person agreed to marketing emails, Mesy can record it.

1. Under Marketing consent, pick that column in Consent column.
2. Check the line below it, for example “Will record consent: 30 opted in · 5 opted out”.

Mesy understands yes/no, true/false, 1/0 and subscribed/unsubscribed. Each answer is saved as the person’s choice about marketing emails. A blank cell records nothing. Mesy flags any other value on its row. That row still imports, with no consent saved.

To change a person’s consent later, see Record a person’s marketing consent.

Import several files from another CRM

Use this when you’ve exported your data from another CRM and have a set of files, such as Account.csv, Contact.csv and Opportunity.csv. Choose several CSV files, or one ZIP file that holds them. Mesy takes up to 25 CSV files in total, with up to 1,000 rows in each.

1. Open any list, such as your Contacts list.
2. Click Import from another CRM in the toolbar.
3. To let Mesy AI match your columns and work out how your files link, tick Auto-match with AI. It starts unticked here. From the welcome steps, it starts ticked.
4. Click Select files and choose your files.
5. Check the Import order: line. It shows which lists fill first, for example Companies, then Contacts, then Deals.
6. Check each file’s card. See Check each file.
7. Click Import 312 records (the button shows the total across all your files). Mesy shows the totals, for example “300 created · 12 updated · 280 linked”, then one line for each file.

To undo, click Undo import before you click Done. See Undo an import.

Check each file

If Mesy can’t tell which list a file belongs to, it shows the file under “not matched” and won’t import it. To import it, change skip to the right list.

Each file Mesy places has a card, such as Contact.csv → Contacts. The top row of the card shows:

• Type, the list the file goes into. Change it if Mesy picked the wrong one.
• ID column, the column with the number or code your old CRM gave each row. Mesy uses it to link records across your files, such as a contact to its company. If it’s set to none, Mesy leaves all of this file’s link fields empty, even if the card counts them as found.
• Merge duplicates, which updates records you already have. See Update records you already have.
• One line for each link field, such as “company → Companies: 12/14 (2 unmatched)”.

In that example, 12 of 14 rows found the company they point to. A link is found when its value matches an ID in your files or from an earlier import. It’s also found when it matches the name of a record already in Mesy. An unmatched link stays empty. A link Mesy AI found shows a label such as AI 92%, which is how sure Mesy is.

Click the file name to open the card. It has the same Map columns table as a single CSV import. The label next to your ID column reads id. Columns Mesy AI matched are listed in a line starting “AI matched”, such as “Phone → Mobile”.

Here, Mesy doesn’t pick a guess for you. The column stays on Don’t import until you pick its field.

Set dates and owners

On the open card, pick your old CRM’s time zone in Source timezone, for example Asia/Singapore. Leave it on as written to keep the dates and times as they are.

Owner column sets who owns each record. It needs your old CRM’s users file, named User.csv or Users.csv, with a column named Id (or UserId or OwnerId) and a column named Email. If that file shows under “not matched”, leave it on skip.

Mesy gives each record to the member of your workspace with the same email. When a row’s owner doesn’t match anyone, you own the record and the row shows a warning. Without a users file, you own every record.

Update records you already have

Tick Merge duplicates on a file’s card to update records you already have instead of adding new ones. Mesy looks for an exact match: the same ID from an earlier import, then the same email for people, or the same name for companies.

A merge fills only the fields that are empty on your existing record. A row that matches two or more records is skipped, and the summary counts it as ambiguous. For example, the summary reads “40 will create · 12 will update · 1 ambiguous of 53 rows”.

If you import the same files twice without Merge duplicates, Mesy skips rows it already imported. The preview still includes them in its count, but the result screen shows them as skipped.

Add missing fields and options

On the open card, a column with no matching field is listed under Create missing fields. To add a column as a new field, tick it. Then pick what kind of field it is from its menu, such as text, number or date.

Some fields have a fixed list of options. If your file has values that aren’t on that list, Mesy shows them under Normalize values. It lists the values it finds in the first 30 rows of the file. For each value, pick Keep as-is, Skip this value, or one of the field’s options. Admins also see an option such as + Create “VIP”, which adds that value as a new option.

A deal’s stage works differently. A stage is one step a deal moves through, such as “New” or “Won”. All the steps together are your pipeline. Mesy keeps a stage only if it matches one of your pipeline’s stages. Capital letters don’t matter. Any other stage is dropped, and the preview row shows a warning. If your pipeline needs a stage on every deal, as most do, that row is skipped. Rename the stages in your file to match your pipeline before you import.

Only your admin can run an import that adds fields or options. If you’re a manager, the import button reads Admin required to commit. You can still review the import, then ask your admin to run it. Auto-match with AI can also add a new link field between your files. If it does, an admin has to run the import.

Save your column choices for next time

If you import the same kind of files regularly, save your choices for a file:

1. On the open card, click Save this mapping.
2. Type a name.
3. Click OK. Mesy saves your choices for everyone in your workspace.

Next time, pick them from Load saved mapping… on the open card. This list appears once someone has saved a mapping. Mesy applies the choices you saved.

Undo an import

Right after an import, click Undo import on the result screen. Mesy deletes every record the import created. On records it merged into, it clears the fields it filled. The screen then reads “Import reverted”.

Once you click Done or close the window, you can’t undo the import.

Fields and options the import added stay in place. The result screen says they’re “not removed by undo”. Your admin can remove them in Admin, on the Schema tab.

If something doesn’t work

• “Manager access required” means you’re a member. Ask a manager or admin to run the import.
• “File must be UTF-8 encoded CSV” means the file was saved in a different format. In a CRM import, the message starts with the file’s name, such as “Contact.csv must be UTF-8 encoded CSV”. Save the file again as CSV UTF-8.
• “Max 1000 rows per import” (or “per file” for a CRM import) means a file has more than 1,000 rows. Mesy imports the first 1,000. Put the rest in another file and import it too.
• “Too many files (max 25)” means you chose more than 25 CSV files, counting each CSV inside a ZIP. Import them in smaller batches.
• “Review and map your columns manually” at the end of a message means Auto-match with AI couldn’t run. Mesy matches your columns by name instead, so check every card yourself before you import.