Before You Start
- Who can use this: users with permission to create Call Logs / Emails. The Import option appears on each module's list for those users.
- What you need: your history in a CSV file. For Call Logs, export a few existing records to get the template. For Emails, use the Download a sample file link on the import screen. - Re-running is safe: importing the same file again does not create duplicates - rows that already exist are detected and skipped.
- Nothing is sent: importing only records of past activity in the CRM for reference. No emails are delivered, and no calls are placed.
- Dates must match your user date format so they import correctly.
Importing Call Logs
Call Logs use the CRM's standard import wizard. The quickest way to get a correctly formatted file is to export a few existing call logs and use that as your template.
1. Open the Call Logs module from the main menu.
2. Click More > Export to download a CSV of existing call logs, and use its columns as your template.
3. In that file, add one row per historical call - keep the column headings exactly as exported.
4. Click Import at the top-right of the Call Logs list.
5. Step 1 (Upload): choose your CSV file, confirm Has Header and the delimiter, then click Next.
6. Step 2 (Duplicate Handling): Choose how to treat duplicates, then click Next.
7. Step 3 (Field Mapping): The columns map automatically when the headings match - adjust any that are unmapped, then click Import.
The Import button (and More > Export) on the Call Logs list.
Step 1 of the wizard: choose your CSV file, header, encoding, and delimiter.
Step 3: columns map automatically to CRM fields when the headings match.
Tip: Each call must have an Assigned To (a valid CRM user) and a Caller Name - these are required.
To attach a call to a record, fill the matching reference column (for example Lead Name or Account Name) using the same format the export produced.
Imported call logs in the list, linked to their records (Lead/Account).
3. Importing Emails
Emails use a dedicated Import Emails tool. As well as creating each email, it automatically links the email to the matching record (such as an Account or Lead) by comparing the From, To, and Cc addresses.
Your file needs one row per email, with the columns below - use the Download a sample file link on the import screen for a ready-made template.
What to put in the required field?
Date Sent: The original date (and optional time) the email was sent, e.g: MM-DD-YYYY.
The email keeps this original date in the CRM. Yes - From The sender's email address.
The recipient address(es). Separate multiple addresses with a comma. No Cc Any carbon-copy address(es), comma-separated. No Bcc Any blind-copy address(es), comma-separated.
No Subject The email subject line.
Basic HTML formatting is supported: No
Direction: Inbound or Outbound - controls whether the email shows as received
or sent. No
Steps:
1. Open the Emails module from the main menu.
2. Click Import Emails at the top-left of the Emails list.
3. (Optional) Click Download a sample file to get the column template.
4. Click Choose File and select your prepared CSV file.
5. Click Import.
The Import Emails button on the Emails list.
The import window: choose your CSV file, or download the sample template.
Tip: Only From and a valid Date Sent are required for an email row to import. A row missing either of these is reported as Failed, so you can fix it and import again.
4. Reading the Email Import Results
As soon as the email import finishes, a results window shows a summary at the top (how many were created, linked, unlinked, and skipped) followed by a row-by-row table. Each row shows its status, the record it was linked to (a clickable link you can open to verify), and the reason.
The per-record email import report: status, linked record, and reason for every row.
Status - What it means
Created & Linked: The email was imported and automatically attached to the matching record (shown in the Linked Record column).
Created (Unlinked):The email was imported, but no matching record was found, so it is not attached to anyone.
Linked (existing): The email was already in the CRM; this import attached it to the matching record. Skipped (Duplicate) An identical email already exists, so nothing was changed.
Status - What it means
Failed: The row could not be imported - the reason column explains why (for example, a missing From address or an invalid date).
Tip: The Linked Record column is a clickable link. Click it to open the Account or Lead and confirm the email is attached correctly.
5. Where Imported Emails Appear
- In the Emails list: each imported email appears with its original Date Sent and, when matched, the linked record in the Parent Record column. You can search the list by subject to find them. - On the matched record: open the Account or Lead and check its Emails related list - the imported email appears there, exactly like any other email.
- Opening an email: click it to see the From, To, Cc, Subject, body, and original sent date.
An imported email in the Emails list, showing its linked Parent Record.
Opening an imported email shows the original sender, recipients, subject, and date.
6. How Email Matching Works
- The system checks the From, To, and Cc addresses on each row (Bcc is ignored for matching). - Your own staff/user email addresses are skipped, so an email links to the customer record - not to an internal user - even when both appear on the same email.
- The first matching record wins. If an address matches more than one record, the most recently updated one is used (the report notes this).
- If no address matches any record, the email is still imported, just left unlinked. - Re-importing the same file is safe: emails already in the CRM are skipped, and a previously unlinked email is linked if a matching record now exists.
7. Frequently Asked Questions
Q: Do Call Logs and Emails import the same way?
Almost. Call Logs use the standard import wizard with an Export-based template. Emails use the dedicated Import Emails tool, which also auto-links each email to the matching record. Both create records that look like any other in the CRM.
Q: Will importing send these emails or place these calls?
No. Importing only records historical activity in the CRM for reference. Nothing is delivered to an inbox and no call is placed.
Q: What happens if I import the same file twice?
Nothing is duplicated. Rows that already exist are detected and skipped, so it is safe to re-run an import after fixing a few rows.
Q: Why was an email not linked to a record?
No Account or Lead had an email address matching the From, To, or Cc on that row (or the only matches were internal staff addresses). The email is still imported - just unlinked.
Q: An email row Failed - what do I do?
Check the reason in the report. The two most common causes are a missing or invalid From address and a blank or badly formatted Date Sent. Fix those rows and import again.
Q: How large a file can I import at once?
Up to a few thousand rows per file. For larger histories, split the file and import in batches.
Need Help?
1. For emails, review the row-by-row report - the reason column explains every skipped or failed row. For call logs, check the wizard's import summary.
2. Confirm your CSV has the required columns and values (Call Logs: Assigned To + Caller Name; Emails: From + a valid Date Sent), and that dates match your user date format.
3. Contact Dazos support and reference CRM-3181 if items are not importing or linking as expected.