Create many activities or deals from one file

A file of a hundred rows can become a hundred activities or a hundred deals that already have the right owner, the right type and the right deadline, without any of that being a column in the spreadsheet.

Everything else about the import works exactly as it always does, so read Match your columns to fields for how columns reach fields, and Run an import for the run itself.

Start by saying what you want

The import screen opens with Vad vill du göra?. Choose Skapa aktiviteter i bulk or Skapa möjligheter i bulk before you pick your file. The screen then lists the three steps ahead.

Your file needs one row per record, and a column that says which customer each row belongs to, such as the company name, the organisation number or an email address. The import does not move past the column step without one.

Already past the first screen? At the top of the column step, set the import type to Aktiviteter or Möjligheter. The same settings then appear on the review step.

Give every new record the same values

On the review step, the panel Värden och ansvariga för de nya aktiviteterna opens by itself, above the list of rows. Under Standardvärden, press Lägg till fält, pick a field, give it a value and press Lägg till. Add as many as you need.

The fields people use most, such as the type and the deadline of an activity or the stage of a deal, sit next to the button as shortcuts. The field picker lists the standard fields first and the fields your company added itself under Era egna fält, and you can search by the name you see on the record.

An activity's deadline can carry an hour as well as a day. Add Deadline and Deadline-tid together, and pick the hour from the time list, so a list of calls to make tomorrow morning lands at, say, 09:00. The time reads in your own clock, exactly as if you had typed it on the activity. A time needs a date to go with it, from a standard value or from a column in your file, and a column in the file can fill the time too.

Two rules keep it honest:

• A field can be filled by a column or by a standard value, never both. A field a column already fills is left out of the picker, and the panel says so.
• The value has to fit the field. A stage that is not in your pipeline, a date that is not a date, a choice that is not one of the field's options: all of these are refused when you move on from the review step, before a single record is created, and the message says which field and what is wrong with it.

Share the new records out between people

Fördela arbetet is the other half. Tick the people who should be responsible, and the records this import creates are dealt out between them as evenly as possible. A hundred activities across three people is thirty-four, thirty-three and thirty-three.

When the number does not divide evenly, the extra records go to the people earliest in the list by name. The panel shows who gets how many before you run anything, and the confirmation step shows it again as the server calculated it. The same file, with the same people, always produces the same split, so a run you cancel and repeat lands the same way.

Only active members of your workspace can be picked. If someone you chose has since been deactivated, the import stops and says so rather than quietly leaving those records unowned.

A column that already says who is responsible and a shared-out list are two answers to the same question, so the import asks you to remove one of them.

Put the new activities in a team queue

Sometimes nobody should own the activities yet. You send a batch of emails to prospects, and which seller gets each case is decided later. For that, pick a queue under Lägg dem i en teamkö instead of sharing the work out. The option appears on an activity import once your workspace has at least one team queue (Park work in a team queue).

Every activity the import creates then waits in that queue with nobody responsible, not even you, exactly as if you had parked each one there by hand. Choosing a queue hides the people list, because a queue and a shared-out list answer the same question. The plan sentence and the confirmation step both say which queue they will wait in.

A seller takes one over by setting themselves as the Ansvarig on the activity. It leaves the queue at that moment and becomes their activity like any other.

Different queues per row. If your file has a column with the queue's name, such as "Salg" or "KAM", map it to the field "Team queue (by name)" in the column step (Match your columns to fields). Each row then lands in its own queue. The name has to match one of your teams; capital letters do not matter. A name that matches no team fails that row in the check before anything is created, and the reason lists your real queues, so a typo never quietly puts the activity on the person running the import. A row that also names a responsible person goes to that person, with the queue still recorded on it.

Emailing them afterwards. On the Aktiviteter page, pick Väntar i en kö or the queue itself in the queue filter, select the activities and send the email from the bulk actions. Each email is logged on the contact, and on the activity it was sent from, so the seller who takes an activity over sees on it exactly what went out. Replies arrive in the mailbox the email was sent from and show on the customer's timeline once that mailbox is synced.

Read the plan back

At the bottom of the panel, one sentence says what the run will do, for example: "This will create 100 activities, with Type: Call, split 34/33/33 between Anna, Bo and Carl." It changes as you add values, tick people or skip rows, so you can check it before moving on.

Running the same file twice

Skapa inte samma poster två gånger is on by default. Every record created this way remembers the file and the settings it came from, so if you run the same file again with the same settings, those rows are skipped instead of creating a second copy. The result page counts them as skipped.

Change the settings, and the records are new records: a second batch with a different deadline is a deliberate act, not a duplicate. Same file, same settings, is the only combination that is treated as a repeat.

Turn the switch off if you genuinely want a second copy of everything.

Before you commit

Moving on from the review step runs the whole import without writing anything, then shows you what would happen: how many records, what values go on all of them, and how many each person receives. Nothing is created until you confirm.

If something is still wrong afterwards, an import can be undone in full for seventy-two hours from the Importera history.