121 CRM feature · Data import and export

Treat transfer as a controlled data change, not a file-upload exercise.

Move customer data in or out through a mapped, tested and reconciled process that preserves meaning and ownership. The capability is described from official product evidence; its availability, configuration and any usage charges for a particular 121 account still need to be confirmed before reliance.

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Customer Thread

Data import and export in a working customer journey

Illustrative example

Source assessed
The fictional file has 2,400 rows and several date formats.
Sample mapped
Fifty representative records are imported to the agreed fields.
Results checked
Counts, dates, ownership and duplicates are reconciled.
Human decision
Full move approved
A person signs off the treatment before cutover.

Illustrative workflow — names, organisations and activity are fictional.

Fictional product demonstration

Data import and export, shown as working software

This coded interface uses realistic fictional data to explain the operating pattern; it is not a screenshot of a live customer account.

121 CRM · Migration mapping

Source fieldCRM fieldStatus

Company nameOrganisationMapped

Primary emailContact emailSampled

Free-text notesHistory notesReview

Legacy stageOpportunity stageDecision

12 mapped4 sampled3 decisions open

Illustrative exampleSample records and field names are fictional. A real migration needs source-specific reconciliation.

How it helps

See how the feature supports the work.

Each part has a clear job. It becomes useful when it fits the way customers already move through the business and your team knows when to step in.

Capability 01

Import and export

Moves supported records through structured files, with mapping and validation needed before relying on the result.

How it works: Stores or organises supported business data under configured fields, permissions and record rules.
Why use it: Supports controlled migration and operational extracts when the data is prepared and reconciled.
Plan for: The platform does not make imported, duplicated or incomplete data accurate without review. Bulk migration requires mapping and reconciliation; do not treat a completed import as proof of accuracy or reversibility.
Your team owns: A data owner must define the record model and resolve quality, ownership and access exceptions.

Capability 02

Duplicate management

Uses account rules and review steps to reduce or resolve repeated contact records.

How it works: Stores or organises supported business data under configured fields, permissions and record rules.
Why use it: Keeps teams from following up with the same person through conflicting records.
Plan for: The platform does not make imported, duplicated or incomplete data accurate without review.
Your team owns: A data owner must define the record model and resolve quality, ownership and access exceptions.

Capability 03

Custom fields

Adds structured fields to supported record types so a business can capture information it actually needs.

How it works: Stores or organises supported business data under configured fields, permissions and record rules.
Why use it: Replaces important notes and spreadsheet columns with searchable, reusable data.
Plan for: The platform does not make imported, duplicated or incomplete data accurate without review.
Your team owns: A data owner must define the record model and resolve quality, ownership and access exceptions.

Capability 04

Contacts

Stores a person or lead with contact details, activity, ownership and related records.

How it works: Stores or organises supported business data under configured fields, permissions and record rules.
Why use it: Gives a team one place to understand who a customer is and what has happened.
Plan for: The platform does not make imported, duplicated or incomplete data accurate without review.
Your team owns: A data owner must define the record model and resolve quality, ownership and access exceptions.

Capability 05

Bulk actions

Applies supported updates or actions to a selected group of records rather than one at a time.

How it works: Stores or organises supported business data under configured fields, permissions and record rules.
Why use it: Saves administrative effort while retaining a review point before a large change.
Plan for: The platform does not make imported, duplicated or incomplete data accurate without review.
Your team owns: A data owner must define the record model and resolve quality, ownership and access exceptions.

Use it with purpose

What good data import and export looks like

A fictional consultancy imports a cleaned sample of contacts first, checks field mapping and duplicates, then reconciles final counts. The useful outcome is a record that another person can understand and continue, not simply another automated event.

Profile the source

Understand columns, formats, missing values, duplicates and record ownership before mapping.

Test a representative sample

Include ordinary, edge and problematic records rather than choosing only clean examples.

Reconcile and retain evidence

Compare expected and actual counts, spot-check values and document exclusions.

Configuration decisions

Decide the operating rules before switching data import and export on

A credible setup begins with ownership, eligibility and exception decisions. Those choices should be written in plain English and tested with realistic fictional data.

Set the data model

Agree destination fields, controlled values, relationships and records that will not move.

Choose duplicate rules

Define reliable matching and a human process for uncertain cases.

Human review point

Plan rollback and retention

Keep approved source evidence and know how a failed import will be corrected.

From configuration to daily use

Keep the rule, the owner and the exception visible

The second view shows how the capability connects to work a person can review and continue.

121 CRM · Workflow sequence

Enquiry received

Capture source and customer

Acknowledgement

Set a clear response expectation

Human review

Check fit, consent and exceptions

Owner assigned

Name the person responsible

Follow-up due

Remind the owner, not the customer blindly

Illustrative exampleA conceptual workflow. Triggers, messages, delays and exceptions need configuration and testing.

Practical example

Follow one example from signal to next action

A fictional consultancy imports a cleaned sample of contacts first, checks field mapping and duplicates, then reconciles final counts. The example shows the role of the CRM while keeping the consequential decision with a person.

Source assessed

The fictional file has 2,400 rows and several date formats.

Sample mapped

Fifty representative records are imported to the agreed fields.

Human judgement

Results checked

Counts, dates, ownership and duplicates are reconciled.

Full move approved

A person signs off the treatment before cutover.

Boundaries and checks

Plan for the limits of data import and export

Product capability is only one part of a dependable process. Data quality, provider configuration, consent, permissions and staff cover still matter.

Data and context

Imports do not make inaccurate or unlawfully held data correct.

Account and provider setup

Some history, relationships or unsupported field types may not transfer cleanly.

Keep a person accountable

Human responsibility

Exports need access control, secure handling and retention decisions.

Questions about this page

Useful answers, without the sales fog.

1. Is data import and export confirmed as included in every 121 CRM account?

No. The underlying capability is evidenced in official product documentation, but 121 plan entitlement, sub-account configuration, connected providers and usage charges have not been assumed. Confirm the intended setup before relying on it.

2. What should we decide before configuring data import and export?

Start with three decisions: set the data model, choose duplicate rules, plan rollback and retention. Then test ordinary, missing-data and exception cases with fictional records.

3. What is a practical way to measure whether data import and export is helping?

Measure whether the intended customer work becomes visible and owned. For this page, review profile the source, test a representative sample, reconcile and retain evidence rather than treating clicks, sends or record counts as proof of business value.

4. Can data import and export be fully automated?

No. Exports need access control, secure handling and retention decisions. Automation can coordinate repeatable steps, while people remain responsible for judgement, exceptions, consent and correcting the record.

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Continue the journey

Switch to 121 CRM Migration checklist Data-quality review Permissions and roles

Delegate the work. Keep the human.

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