Importing Intake Opportunities requires more precision than a standard contact import. Because these records represent specific "episodes of care," they must be imported in a way that respects the patient's timeline. This guide focuses on the Automatic Opportunity Numbering System and Automatic Referral Source Creation to help you maintain a clean and organized database.
Before You Begin
Download the Template: Start by using our LINK to ensure your headers match the CRM's expected format.
Data Consistency: Ensure the Account Names in your spreadsheet exactly match the names already existing in your CRM to avoid creating duplicate accounts.
Step-by-Step Guidelines
1. Master the Automatic Numbering System
Dazos CRM uses an automated system to number treatment episodes (e.g., Patient Name-1, Patient Name-2). To ensure these numbers reflect the actual chronological order of treatment, you must organize your spreadsheet data correctly before uploading.
Sort by Date: Sort your spreadsheet by Admission Date in Ascending Order (Oldest to Newest).
Leave Opportunity Name Blank: When importing, keep the "Opportunity Name" column empty in your spreadsheet. The CRM will generate the name using the [Account Name] + [Episode Number] format.
IMPORTANT: If your spreadsheet is not sorted chronologically (Oldest to Newest), the CRM will assign episode numbers based on the row order, resulting in incorrect historical records (e.g., a 2023 admission labeled as Episode 1 and a 2010 admission labeled as Episode 3).
Account Name | Opportunity Name | Admission Date | Correct Result |
Dazos Test | [Leave Blank] | 01-01-2010 | Dazos Test-1 |
Dazos Test | [Leave Blank] | 01-01-2012 | Dazos Test-2 |
Dazos Test | [Leave Blank] | 01-01-2023 | Dazos Test-3 |
2. Enable Automatic Referral Source Creation
If your import file contains new referral partners that aren't yet in your CRM, you can save time by letting the system create them during the import process.
The Checkbox: In the final step of the Import Wizard, locate and enable the checkbox: “Create missing Referral Sources, Referral Source Contacts & Campaign Sources.”
How it Works: If you import a record with "Test Facility" listed as the source, and that facility doesn't exist in your database, the CRM will automatically create a new record for it in the Referral Sources module.
Note: This feature only creates the Name of the record. You will still need to manually go into the Referral Sources module later to add specific details like contact phone numbers, addresses, or contracts.
Important: This does not eliminate the Step of having to update the remaining data about the Referral source, Referral contacts, and Campaign. This function creates the record for you only with the Name.
Verification / Expected Result
Once the import is complete:
Navigate to a patient's Account record.
Check the Intake Opportunities related list.
Verify that the opportunities are numbered correctly (1, 2, 3...) and that the Admission Dates match the chronological sequence.
Troubleshooting / Common Errors
Out of Order Numbering: This is caused by importing a spreadsheet that wasn't sorted by date. You must delete the records and re-import them in the correct ascending order.
Orphaned Opportunities: If the "Account Name" in your CSV has a typo, the system will create a new Account instead of linking the opportunity to the existing one. Always double-check your Account Name spellings.
Duplicate Referrals: Ensure "Test Facility" is spelled exactly the same across all rows; otherwise, the system may create "Test Facility" and "Test Facility Inc" as two separate records.