SPOTIO Import Field Guide

This guide provides an explanation of each field in the SPOTIO import template to help you correctly format and validate your data for importing.   Summary of Key Fields ID: System-generated, cannot be imported. External {Record} Id: Unique Identifier for a record from an external system, can be used to match to/update existing records via import External Pin Id: a unique identifier for a Pin object, allows you to attach multiple entities to the same existing address Owner Email: the email address associated with a SPOTIO user, designating them as the user to which the record is assigned Stage: Stages within a sales workflow, must exactly match pre-configured options Last Visit Result: Can only be imported upon creation of records, cannot be updated via import Address Fields: Includes House Number, Street, City, Zip, State, Country, Lat, Lng. Phone Field: Enables call and text icons on record. Date Field: Must follow the correct date format. DateTime Field: Must follow the correct date and time format. Number Field: Only numeric values allowed. Currency Field: Stores monetary values. MultiLine Field: Stores multiline text. Custom Address Field: Address field without geocoding. SingleChoice Field: A picklist allowing one selection. MultiChoice Field: A picklist allowing multiple selections. Loss Reasons (Lost): Must match pre-configured loss reasons in SPOTIO.     1. System-Generated Fields Details: These fields are system-generated and cannot be imported into SPOTIO. For example, the ID field is created automatically by the system when a record is created in SPOTIO   List of System-Generated fields on the import template ID - a unique identifier for a record generated when records are created in SPOTIO (Activity) Count - such as Visit Count or Call Count Number of (Activities) - a custom filter for number of activities logged in SPOTIO, such as Number of Visits Days Since Last (Activity) - a custom filter for days since last activity on activities logged in SPOTIO, such as Days since Last Call Last Visit Date - the date that the most recent Visit activity was logged in SPOTIO   2. Address Fields These fields are used to capture address information, which is essential for geocoding locations in SPOTIO. An address is required for mapping purposes and to use location-based features such as Routing and Location Verification. Address (House # & Street Name): Must be formatted as House Number + Street Name. It is important to provide both components to ensure accurate geocoding. The importing process employs particular logic to parse the Address (House Number & Street Name) combined field into House Number and Street Name. **If your data does not follow this convention, you should use the separated House Number and Street columns to define these components separately. ** Suite/Unit numbers provided in this field are not parsed through the import process. These values will be removed upon import unless they are placed in the Unit column on the import file. House Number: The numerical portion of the address, can contain Text as well Street: This field should contain the street name, including direction and mode (rd, st, ln, ct, etc) City: The name of the city associated with the address. Zip: The postal code of the address. Make sure the format is correct for the country. State: The state or region associated with the address. Country: The country associated with the address. Unit : A custom field that can be added to your record to allow you to append multiple records to the same address through import. 70 Characters Geocoding SPOTIO uses Google Maps API to fill incomplete address information on records and to create a pin on the map that records can be associated with. This process is involved whenever you import records lacking complete address information, and the provided information is searched to retrieve missing information from Google. This can sometimes result in the address information on records in SPOTIO being different from the information you imported (even if the pin is at the correct location on the map). To ensure your provided address information is not altered by the geocoding process, you will need to provide a file with: House Number Street Name City State Zip Lat Lng   Creating Multiple Records at the Same Address - Unit Field SPOTIO’s import process automatically flags multiple rows containing the same address as “duplicates” during step 3 in the import process. To distinguish these records as unique entities at the same address, you will need to provide a unique Unit number for each record. How to Use Unit: Ensure that you have the default field “Unit” included in your object configuration under Workflow for the type of object you are importing. Provide the unique unit number for each record at the same address in the Unit Column This will prevent multiple rows containing the same address being recognized as “duplicates” allowing you to proceed through the import process without errors. External Identifiers External dataObject Id - This is a unique identifier for a record from an external system. This field must be populated upon record creation in SPOTIO – you must create records with an External Id to use this function. External dataObject ID allows you to update records using a unique identifier from your system to match records in SPOTIO. External Pin Id - a unique identifier for a Pin object in SPOTIO. When you import records matching an existing external Pin Id, those records are appended to the existing pin regardless of address information included on the file.     Importing Data into Custom Fields 3. Phone Field Details: This field enables Call and Text Icons in the web and mobile apps. Validation: Phone numbers can be validated by the Country Code. Ensure proper formatting based on the region the phone number belongs to. Character Limit - 20 characters, unless Country Code validation is set   4. Date Field Details: This field stores date values. Validation: Must be formatted as one of the following: dd/mm/yyyy mm/dd/yyyy yyyy-mm-dd   5. DateTime Field Details: This field stores both a date and time. Validation: Must be formatted in one of the following ways: If not ISO 8601, must use mm/dd/yyyy hh:mm:ss   6. Number Field Details: A number field that only accepts numeric values. This field should contain numbers without letters or special characters.   7. Currency Field Details: A number field formatted as a dollar amount (or other configured currency). It is typically used to represent monetary values in SPOTIO.   8. MultiLine Field Details: A text field that allows input over multiple lines. It is often used for longer entries such as notes or descriptions.   9. Custom Address Field Details: A custom address field that is not geocoded. While it stores address information, it does not trigger geolocation services in SPOTIO.   10. SingleChoice Field Details: A picklist of values that can be configured as a field in SPOTIO. Users can select only one option from the list. Validation: The value must exactly match one of the pre-configured options in SPOTIO.   11. MultiChoice Field Details: A picklist that allows the user to select multiple values. This can be useful for fields where more than one option is relevant. Validation: Each value must exactly match one of the pre-configured options in SPOTIO. If multiple values are selected, they should be separated correctly (e.g., using a semicolon).   12. Loss Reasons (Lost) Details: This field allows users to select a reason for marking a deal or opportunity as lost. It is a picklist field with predefined options. Validation: The value must exactly match the configured Loss Reasons in SPOTIO.   Validation Rules The CSV outlines specific validation rules for certain fields: Phone Fields: Must follow valid phone number formats, valid format based on “Localization” settings if “Validate by Country Code” is selected. Email Fields: Must contain '@' and '.', formatted as name@domain.com Date and DateTime Fields: Must adhere to specific date formats Picklists (SingleChoice and MultiChoice): Values must exactly match the configured options in SPOTIO. Currency and Number Fields: Must be formatted as a numeric value, without letters or special characters Unit Field: Must contain a unique value per row for each repeated address in the file to avoid errors for duplicate rows in the import process   Character Limits Address (House # & Street Name) - 1000 House Number - 20 Street - 100 City - 100 State - 100 Zip - 20 Country - 100 Lat - n/a Lng - n/a Unit - 70 External Id - 50   FAQ -   Q: After importing, my addresses don’t match what was in my imported file - A: The geocoding process can sometimes change address information when what was provided is different from what is in Google for the associated address or coordinates. To avoid your records being geocoded, you will need to provide the complete address information when creating records using the following columns: House Number Street Name City State Zip Lat Lng   Q: Can I update an address via imports?  -   A: Yes. In order to update an address on an existing record via import, you must have created your records using an External Record Id. You are able to import a file containing the following fields and choose “Update Existing Records” on step 5 of the import process (Review Duplicates). External Record Id House Number Street Name City State Zip Lat Lng