Importing and CRM sync

You can bring records into Shadows in two ways:

• Import a CSV file for a one-time load of deals, companies, or contacts.
• Connect your CRM to keep companies, contacts, and deals in sync with HubSpot or Salesforce.

Note

Viewers can’t import. The import options don’t appear for them.

Import deals from CSV

1. Go to Deals, click the arrow next to New deal, and choose Import from CSV.

2. Upload. Click Choose your CSV and pick your file. It must be UTF-8 with one header row. You need:

   • A Deal name column (required)
   • A Deal stage column (required)
   • A company name or domain column (recommended)

   Click Download CSV template to get a sample file with the expected columns.

3. Review. Shadows detects your columns and stage names automatically. Check its work:

   • Under Map columns, choose which CSV column feeds each field, or — Ignore — to skip a column.
   • Under Map stage values, match each stage name in your file to a stage in your pipeline.
   • The summary shows Deals to create, how many Companies are new or matched, and any Warnings or Errors. Each row is marked Valid, Warning, or Error.

4. Click Import … valid rows.

5. Result. Shadows shows how many rows were Imported, Skipped, or Failed, with a reason for each problem row. Click Done.

Exports from HubSpot, Salesforce, and spreadsheets all work.

Deal imports only create

A deal import creates new deals. It never updates existing ones. Existing companies and contacts are matched and linked to the new deals, but their details aren’t changed.

To safely re-run an import without creating duplicates, include an external_deal_id column with a unique ID for each deal.

Import companies or contacts

1. Go to Companies or Contacts, click the arrow next to Add company or Add contact, and choose Import from file.
2. Click ⬇ Download CSV template to see the expected columns.
   • Companies need a name column. Optional columns include domain, industry, size, and region.
   • Contacts need a companyDomain column and either fullName or firstName/lastName. Optional columns include email, phone, and role.
3. Choose your CSV file and click Import.
4. Review the summary: how many rows were Created, Updated, Skipped, and Failed.
5. If any rows failed, click ⬇ Download failed rows (.csv). Fix those rows in the file and import it again.
6. Click Done.

Unlike deal imports, company and contact imports update existing records:

• A company row whose domain matches an existing company updates that company instead of creating a duplicate.
• A contact row whose email matches an existing contact updates that contact.

Sync with HubSpot or Salesforce

When your CRM is connected, Shadows keeps companies, contacts, and deals in sync with it. Admins set this up under Settings → Integrations. See Integrations for setup steps and what syncs.

A few things to know when sync is on:

• If a change doesn’t save to your CRM, the deal shows a Sync failed tag in the Deals list.
• Deleting a company or contact in Shadows removes it from Shadows only. It stays in your connected CRM.
• A company’s domain is how records are matched across systems, so make sure your companies have one.