Overview
This guide walks you through preparing Account and Opportunity data for import into Dazos CRM. By correctly formatting names, admission dates, and phone numbers, you can ensure a smooth, error-free upload.
Before You Begin
• Confirm you are working in Excel or Google Sheets.
• Have the raw data file provided by the customer ready.
• Ensure you have basic familiarity with formulas (copy/paste, column headers).
• Back up the original dataset before making any edits.
Steps
1. When a customer sends over the data, patient names are often stored in a single column. To properly import them, the names must be separated.
2. Insert a new column next to your Patient Name column.
3. Rename the original Patient Name column to "Account Name" (this will be used later for the import).
4. Select your Patient Name column by clicking the grey header with the column letter (e.g., Column “D”).
5. From the top menu, click Data and then select Text to Columns.
6. Choose Delimited and click Next. Select the delimiter option Space (uncheck all others) and click Next.
7. Choose the destination for the split names. If you inserted a new column in D, the destination should be $D$1. Click Finish.
8. You have successfully prepared the patient names for import.
Opportunity Import Tip: Admission dates, names, and phone numbers must be standardized before importing.
9. Ensure all admission dates are in ascending order and aligned with the patient names in the same row.
10. Confirm the patient’s full name is in Column A. This column is used for formula references.
11. Insert a blank column next to Column A (this will be Column B) and name it Opportunity Name.
12. In Column B, add this formula: =TRIM(A2 & IF(COUNTIF($A$2:A2, A2)=1, "-", "-" & COUNTIF($A$2:A2, A2))) This will automatically number duplicate names for unique opportunity entries.
Phone Number Formatting: Standardize phone numbers to ensure consistent formatting.
13. If phone numbers are in different formats, insert a new column next to the original phone number column.
14. Use the formula: =REGEXREPLACE(A1,"[^0-9]","") (replace A1 with the appropriate cell). This will strip out special characters if the numbers already contain 10 digits.
15. Once cleaned, copy and paste the unformatted numbers back into the original phone number column.
16. Select the phone number column, then go to Format → Custom Format and apply: ###-###-####.
Phone numbers are now unified, and opportunity names will automatically be numbered correctly for import.
Verification / Expected Result
• Patient names are split and labeled correctly.
• Admission dates align with the correct records.
• Opportunity names are unique and properly numbered.
• Phone numbers are clean and standardized.
• File is ready for a successful Dazos CRM import.
Troubleshooting / Common Errors
• Formula not working? Double-check column references.
• Duplicate names not numbering correctly? Ensure Column A is patient full name only.
• Phone numbers too short/long? Verify all contain exactly 10 digits after cleaning.