Pardot Knowledge Base

Importing Prospects

Last Updated: Oct 07, 2016 | Print this Article
 

Import allows you to easily import a CSV file of new prospects or perform a mass update of existing prospects in Pardot. If your account does not allow multiple prospects with the same email address, then email address is the unique key used to either create new records or locate and update data to existing records.

If your account allows multiple prospects with the same email address, then you can import by CRM ID or email address. We strongly recommend importing by CRM ID when possible to guarantee that new prospects are linked to any corresponding Salesforce leads, contacts, or person accounts.

Importing by email address should be used only when it's not possible to include CRM ID with your imports. For example: prospects wouldn't have a CRM ID if they completed an email sign up form on paper at a tradeshow. These prospects would need to be imported by email address.

Pardot Administrators can choose to set prospect default and custom fields with predefined values to be "validated on import" which only allows the fields to be imported via the import wizard if the input value is in the list of predefined values. For more information, please see the Import Field Validation article.

Instructions

Navigate to Administration > Imports > Prospects. Step One: Choose File

  1. Select a .csv file from your computer using the Browse button.
    • To convert an .xls file to a .csv, you can Save As and then select CSV as the file type.
    • Make sure that the file is saved using the UTF-8 character encoding to preserve special characters in your prospects' names, contact information, etc.
    • Note the import file needs to be column-separated.
    • File size is limited to 100MB per file.
  2. If your account allows multiple prospects with the same email address, choose what criteria you want to create and update prospects based on. You can import based on Salesforce Lead or Contact ID, or import based on email address. Mark the radio button next to your choice.
    import step 1 for accounts with multiple prospects with the same email address
  3. Read and mark the required Compliance field to verify that you have read Pardot's Permission Based Marketing Policy and confirm that any emails sent to these prospects will be in compliance.
    import step 1 compliance
  4. Click Next to upload the .csv to Pardot.

Step Two: Map Fields
  1. Pardot will automatically suggest mappings for your columns based on the column headings in your file. For instance, for a file with the headings: "email, first name, last name, company", the Pardot import wizard will match those headers without the user having to manually select them.
  2. For default fields, the import wizard will first strip out any punctuation (hyphens, underscores, periods, etc) from the column header and then do a case-insensitive, exact match against a list of candidate headers for each field:
    • Address One: 'street', 'address', 'address1′, 'address one', 'address line one'
    • Address Two: 'apartment', 'suite', 'address two', 'address2′, 'address two', 'address line two'
    • Annual Revenue: 'revenue', 'rev', 'annual revenue'
    • City: 'city'
    • Company: 'company', 'company name'
    • Country: 'country'
    • CRM ID: 'CRM ID', 'Lead ID', 'Contact ID', 'Salesforce ID'.
    • Email: 'email', 'e mail', 'email address', 'e mail address'
    • Employees: 'employees', 'num employees', 'number of employees'
    • Department: 'dept', 'department'
    • Fax Number: 'fax', 'fax number'
    • First Name: 'first name', 'fname', 'firstname', 'first'
    • Industry: 'industry'
    • Job Title: 'job', 'job title'
    • Last Name: 'last name', 'lname', 'lastname', 'last'
    • Phone: 'phone', 'phone number'
    • Salutation: 'salutation'
    • State: 'state'
    • Website: 'website', 'url'
    • Zip/Postal Code: 'zip', 'zip code', 'zip+4′, 'zip4′, 'postal', 'postal code'
  3. Map any fields you would like to write data to.
    • At the minimum, you must map the email address field to be able to create and/or update records in Pardot. If your account allows multiple prospects with the same email address, you must also map the CRM ID field to be able to create and/or update records.
    • You can select whether the data you are importing will overwrite the prospects' existing field values. Make this selection by checking the "overwrite existing data" box next to the field whose existing values you wish to overwrite. Use the "Select All" button at the top of the "Overwrite" column to select to overwrite all fields. Email cannot be overwritten. If your account allows multiple prospects with the same email address, CRM ID cannot be overwritten.
    • Make sure that each prospect only has one, single email address associated with his or her record.
    • To map assigned users/sales reps, your .csv file should have a column with the users' email usernames (i.e. email addresses) that you will map to "Assign to User".
  4. Click Next.

import step 2

Step Three: Select Campaign and Tag
  1. Select a campaign for the prospects you are importing.
    • If you need to, you can click Create a New Campaign, which will launch a campaign creation interface just below the import wizard.
    • There are two options here:
      • Do not change the campaign for existing prospects (recommended option): Assign only the new prospects in your CSV to this campaign. It will not affect any existing prospects who are simply having their other fields updated.
      • Set this campaign for all prospects: Assign all prospects (new and existing) in your CSV to this campaign.
  2. Optional: Add any tags to be applied to the prospects when they are imported.
  3. Click Next.

import step 3

Step Four: Select Action
  1. Choose one of the following actions:
    • Import Prospects and Add to List(s): Select a list to add your prospects to so you can send mass emails. If you choose this option, you can either select an existing list or use the Create New List link to add a new list to Pardot. Clicking Create New List will launch a list creation interface just below the import wizard. Note: you cannot add prospects to a test list during import.
    • Import Prospects and Remove from List(s): Select a particular list from which to remove all imported prospects.
    • Import Prospects and Global Opt-Out: Use this option to opt-out prospects from all email communications.
    • Import Prospects: Completes the import process with no further actions
    • Un-delete matching prospects found in the recycle bin during this import: Check this box to un-delete existing Pardot prospects who were previously archived to your Recycle Bin. Doing so will restore the prospect to your Prospects List.
  2. Click Next.

import step 4

Step Five: Confirmation
  1. When you are done with any additional actions, confirm your import. Use the top navigation to move backward through the steps if you need to make changes.
  2. Click Confirm & Save to complete the import process.

import step 5

  • Large imports will run in the background and you will receive an email notification when your import is complete. The email notification will detail the number of rows that were successfully imported and the number could appear lower than you expect if there are duplicate email addresses or duplicate CRM IDs in your file. See Import Error for more information on reading this email notification. Note: If you do not receive an email notification, your admin may need to whitelist the IPs that Pardot uses to send system emails. See Why am I not receiving system emails for more help

Usage Notes

  • File size is limited to 100 MB per file.
  • If your account does not allow multiple prospects with the same email address, and the CSV has more than one prospect with the same email address, the field values in the last entry to be imported will 'win' if the prospect isn't syncing with a CRM or sync behavior is set to Use Pardot's value or Use most recently updated record.
  • The first row in a CSV is reserved for headings and is ignored during the import.
  • If you map the CSV field with Pardot fields, data in the CSV file will overwrite what is already in the system (except for the prospect's Campaign). However, if your custom prospect field is set to 'Record and Display Multiple Responses' then the data in the CSV file will only add to the current value for that field, rather than overwriting the existing value.
  • Be sure that your CSV file does not include trailing spaces before or after your values; this will cause a value not to update correctly in the prospect's record.
  • Only valid email addresses will be accepted by the system. Any email addresses containing HTML or invalid characters will not be imported (eg. " support1@pardot.com"). Take care to ensure that your CSV file is devoid of any extra HTML formatting.
  • Do NOT import email addresses in all caps. This makes your emails much more likely to be flagged as spam/undeliverable at the ISP/recipient level. You should generally also be careful to not import names, titles and many other fields in all caps as well.
  • If other fields are imported in all caps, such as First Name and Last Name, please note that they will populate as they were imported when using variable tags.
  • If you wish to import multi-select fields, separate the values with semi-colons on your CSV.
  • Dates should be imported as YYYY-MM-DD when importing to a date field in Pardot.

Assigning Prospects During an Import

In order to assign prospects to users during an import, your CSV file must have the sales reps' email addresses in one of the prospect data fields. When you are mapping fields during the import process, map the sales reps' email address field to the Assign to User option in the drop down menu.

Prospects cannot be assigned directly to a queue during import. However, you can tag (Step 3) or add the prospects to a list during import (Step 4), and then create an automation rule that assigns those prospects to a queue based on the tag or list.

Note: Prospects that were already assigned to users can be reassigned through an import. However, if assigned prospects have a different owner in an attached CRM system, they will be reassigned in Pardot during the next sync to maintain consistency. An attached CRM system always takes priority in terms of the prospect owner.

Adjusting Score During Import

You can add to a prospect's score through an import by including a column with the desired bonus points and then mapping that column to Add To Score.

Which Prospects Were Updated Versus Created?

After an import is complete, you will receive an email stating how many prospects were created and updated as a result of this import.

How do you tell which were updated and which were created?
Click on the numbers in the email to view lists of prospects that were updated and those that were created.

Import Confirmation with Errors

Notes for accounts that do not allow multiple prospects with the same email address:

  • Pardot imports based on email address.
  • Pardot imports the rows of your CSV in order from top to bottom.
  • If there is a new email address in your CSV file that was not present in Pardot before the import then a new prospect record is created.
  • If an email address already exists in Pardot before the import then the prospect record is updated with any new information.
  • If an email address is present more than once in your CSV file then Pardot will treat the second instance of this email address as an "update" of the first.
Notes for accounts that do allow multiple prospects with the same email address:

  • Pardot imports based on email address or CRM ID.
  • Pardot imports the rows of your CSV in order from top to bottom.
  • If there is a new email address or CRM ID in your CSV file that was not present in Pardot before the import then a new prospect record is created.
  • If an email address or prospect with a matching CRM ID already exists in Pardot before the import then the prospect record is updated with any new information.
  • If an email address or CRM ID is present more than once in your CSV file then Pardot will treat the second instance of this email address as an "update" of the first.
Troubleshooting example:
  • You import a CSV file with 500 rows of data and add them to a list, but your email states that 495 new prospects were created and 5 prospects were updated.
  • Troubleshoot:
    • Verify that all email addresses or CRM IDs are unique (no duplicates).
    • If there are no duplicates then sort your list by "created date" and check for prospects whose created date is different from the "joined" date for the list.
    • You can also check the import log on the first page of the Import Prospects wizard (see below). The log shows a breakdown of the number of records that were created versus those that were updated.

Import Error CSV

The import confirmation email will also include a link to an import error CSV if there are any issues with your import. invalid-emails
The Error Type "Email Not Allowed" means the prospect's email address is on our list of unmailable or role-based addresses.  The Import Error Description will contain more details.

For more information and a full list of unmailable and role-based email addresses, see Role-Based Email Address Overview.

Note: If you do not receive an email notification, your admin may need to whitelist the IPs that Pardot uses to send system emails. See Why am I not receiving system emails for more help

Import Log

The table below the import wizard shows the prospect import history for your account.
  • View: Select My Imports (the files you imported) or All Imports for your account.
  • Date range: Select one of the predefined options or enter a custom date range.
  • File name: The name of the CSV file that was imported.
  • User: The Pardot user that imported the CSV file.
  • Created at: The date and time the import was started.
  • Status: Indicates whether the import is still in progress or has completed.
  • Created: The number of prospects that were created during the import. Click on this number to view a list of these prospects.
  • Updated: The number of prospects that were updated during the import. Click on this number to view a list of these prospects.

Pardot_Import_PastImports

Note: This feature is not retroactive and began tracking import history beginning July 23, 2012.

Import Audits

To view a log of the imports that have affected a specific prospect:
  1. Make sure you are in a prospect's record.
  2. When you navigate back to Prospect, you will see additional items in the drop-down menu (see below).
  3. Navigate from Prospect > Audits while viewing a prospect record.
  • Date range: Select one of the predefined options or enter a custom date range.
  • Import: The name of the CSV file that was imported.
  • User: The Pardot user that imported the CSV file.
  • Date / Time: The date and time the import was started.
  • Action: Indicates whether the prospect was created or updated.

Pardot_Prospect_Audit

Note: This feature is not retroactive and began tracking import audits beginning July 24, 2012.

Release History

  • March 27, 2014: Refreshed the wizard UI, significantly improved import speed and allowed imports of up to 100MBs. The new first step of the wizard won't display until any in-progress imports are completed, cancelled, or sit idle for 24 hours.

Need more? Start a conversation with other Pardot users in our Success Community