What
This article explains how to quickly and easily use Excel alongside Mercury to maintain Contact data in your CRM. Export and update and edit fields across Contacts more easily within Excel spreadsheets, followed by importing that data back into Mercury.
Where
Home > Contacts > top navigation bar > Export to Excel
How
There are two different ways to edit Contact details within Mercury; either within the CRM, or by taking the information offline and importing it back in manually:
Updating via downloaded copy of Excel file (Offline)
Excel Online
NOTE: This option is restricted to Admin access only.
Click on Contacts, choose your View (e.g. Candidates Active) then from the top-navigation ribbon, click the drop-down arrow beside Export to Excel and select Open in Excel Online.
Excel Online will open up within Mercury. From here, make any edits required, then click Save.
NOTE: DO NOT move, edit, or delete columns within Excel. They must remain in the same order as the View you started on. If there is are any additional fields you require, add these into your View first, then open Excel.
Data Submitted for Report
After submitting changes, a pop-up message will confirm that the updates/changes have been submitted for import. From here, either click Track Progress or Cancel.
Clicking Track Progress will bring up the Imports - My Imports window. Click the Import Name to open up the Import Source File for more information.
Excel Offline Copy
Click on Contacts, choose your View (e.g. Candidates Active) then from the top-navigation ribbon, click Export to Excel.
An offline copy will be saved to your downloads with the file name "{View Name} DD-MM-YYYY HH-MM-SS.xlsx".
Open the file. From here, make any edits required, then click Save. By default, Autosave is not turned on.
NOTE: DO NOT move, change, edit, or delete columns within Excel. They must remain in the same order as the View you started on. If there is a field you require, add this into your View first, then export the Excel file.
Back within Mercury, open up the same view you originally exported from, click ⁝ (kebab menu) > Import from Excel.
A side menu will appear on the right of the screen; Choose File, then click Next.
A second screen will now show with additional options before importing.
1. Import Settings - These options refer to the unique IDs for the data you are importing.
- Select An Alternate Key: default option - no data change
- Portal Username (Client): Adds Portal Username (Client) as a Primary Field within Review Mapping (Step 3 below)
- Portal Username (Candidate): Adds Portal Username (Candidate) as a Primary Field within Review Mapping (Step 3 below)
2. Duplicate Data Settings - The default for Allow Duplicates across Contacts is set to No, Toggle this to yes to allow duplicated to remain and/or be added as part of the import.
3. Review Mapping - this opens another side panel where you can make changes via the dropdowns. If you wish, you can select the option to Ignore where any data fields are indicated with a red exclamation mark, or leave them as default like in the example below:
4. Finish Import - click to import the Excel data back into Mercury.
Data Submitted for Report
After submitting changes, a message will confirm that the updates/changes have been submitted for import. From here, either click Track Progress or Done.
Clicking Track Progress will bring up the Imports view. This will include information about the import. Click the Import Name to open up the Import Source File for more information.