How to Successfully Perform a Multiple Object Import in HubSpot
When migrating data into HubSpot, particularly for contacts and companies, it’s essential to follow the correct processes to avoid duplication and ensure data accuracy. This guide walks through the process of multiple object imports, focusing specifically on how to handle associations between contacts and companies.
HubSpot’s Unique Identifiers: Understanding Duplicate Records
Before starting any import, it’s crucial to understand how HubSpot identifies duplicates for contacts and companies:
Contacts: HubSpot uses email addresses as the unique identifier for contacts. If the email address in your import matches an existing email address in the system, HubSpot updates the existing record. If it doesn't match, HubSpot creates a new record.
Companies: HubSpot identifies duplicate companies when both the company name and company domain name match. This becomes critical when associating contacts with companies during an import.
Common Scenarios in HubSpot Data Migrations
When performing contact and company imports in HubSpot, it’s important to be prepared for a variety of situations that can affect the accuracy and efficiency of your migration. Below are the most common scenarios of list imports we see performed into HubSpot:
A: Contact and Company Import with Both Properties Present
B: Importing Without a Company Domain Name
C: Separate Files for Contacts and Companies
D: Importing Without a Domain Name but with Legacy IDs
Now, let's dive deeper into each scenario and explore the best practices for handling them effectively.
A. Contact and Company Import with Both Properties Present
The simplest scenario involves having contact properties (like name, email) and company properties (like name, domain) in the same row of your import file. For example, if you’re importing John Smith who works at "Inbound Optimization" and have both "John’s" contact info and "Inbound Optimization’s" domain, HubSpot will automatically associate the contact with the company.
B. Importing Without Company Domain Name
Things get trickier when the company domain name is missing from your import file. Without this information, HubSpot will treat each row as a separate company record, even if the company name is the same across multiple contacts. To avoid this, you can extract the company domain name from the contact’s email address using Excel functions like “Text to Columns” and add it into your file before importing.
C. Separate Files for Contacts and Companies
In some cases, contacts and companies may be separated into different files. If your company file contains the company domain name, HubSpot can still associate the contacts with the companies as long as the “email domain matches the company domain” setting is enabled. This is a great solution for businesses with structured domain data.
D. Importing Without Company Domain Name but with Legacy IDs
If your contact and company files are separate and you’re missing the company domain name, but have a company ID from a previous CRM, you can still establish associations. First, import your companies into HubSpot, ensuring you map the legacy company ID to a custom field. After this, export the companies to obtain HubSpot’s unique record IDs. Then, use a VLOOKUP to map these record IDs back to your contacts, ensuring proper associations during the contact import.
Handling Complex Scenarios
If you don’t have company domain names or IDs, you may need to assign unique identifiers to company names or rely on fuzzy matching tools. Regardless of the scenario, the key is ensuring the right data is in place before beginning the import.
Need more help?
If you’re facing complex data migration challenges or want to ensure a smooth import process, book a consultation with us today! We’ll review your data migration needs and explore how our services can help streamline your transition into HubSpot. Let's work together to optimize your data for success!
Key Takeaways for Data Imports in HubSpot
Always ensure your contact and company data is as clean as possible before importing.
Use Excel functions like VLOOKUP or Text to Columns to retrieve missing information, like domain names.
Enable HubSpot’s contact-to-company association settings where applicable.
For complex imports, consider exporting and re-importing data with HubSpot’s record IDs.
By understanding and following these best practices, you’ll ensure that your multiple object imports into HubSpot are successful, with accurate associations between contacts and companies.
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