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Key takeaways
- Keep an unchanged raw file and a separate import copy.
- Use the CRM's real unique identifier, not a guessed one.
- Test ten records before a bulk import and read the error report.
What is a CRM-ready Sales Navigator CSV?
A CRM-ready Sales Navigator CSV has validated columns, a clear unique-key policy and only the records the destination can create or update correctly.
A Sales Navigator export captures prospecting context. A CRM import applies object rules, required fields, associations, deduplication and permissions. Those are different jobs. HubSpot's import documentation, for example, uses Record ID or a unique property for updates; Email can identify contacts and Company domain can identify companies. A profile URL may be useful in a custom property, but it is not automatically the CRM's native update key.
The file should also preserve provenance. Keep source search or list URL, export date and raw profile URL. If enrichment adds an email, store its provider and verification date. Without these, a rep cannot tell whether the contact is current, how it entered the system or why an import matched an existing record.
The import errors to catch early
Review these before you drag the file into HubSpot, Salesforce or another CRM.
- Duplicate people with different name spelling or repeated appearances across saved lists.
- Blank or guessed email values that cannot satisfy a contact import or match an existing record.
- Company names that do not match the destination's unique company key or account record.
- CSV encoding and delimiter problems that shift columns or damage accented names.
The five-pass cleanup
Pass one checks the file shape: UTF-8, consistent headers, row count and no broken delimiters. Microsoft recommends importing UTF-8 CSV via Data → Get Data → From Text/CSV when Excel does not decode it correctly. Pass two preserves identity: normalize profile URLs, keep source IDs and mark duplicate keys without deleting provenance. Pass three qualifies rows: separate lead, account and out-of-scope records. Pass four handles enrichment: an unknown email remains blank rather than a guessed address. Pass five maps columns to the CRM's objects and unique identifiers.
Create a pilot import of ten records: include a new person, an existing person, a missing-email row, a company association and an accented name. Inspect created and updated records, not merely the success message. Then read the error file and revise the mapping before importing the full batch.
| Check | Failure signal | Action |
|---|---|---|
| Identity | Same URL on two rows | Merge person, keep both sources |
| Blank or unverified | Enrich or use supported object | |
| Company | Ambiguous name | Match verified domain/record ID |
| Encoding | Garbled accents | Import as UTF-8 CSV |
Define the destination's identity rule first
A CRM import can create a new person, update an existing person or reject a row. The file alone cannot decide safely which outcome you want. Ask the CRM owner which field is the unique key for contacts and which field is the unique key for companies. Email is common for contacts, but a raw Sales Navigator export often has no email. If the destination cannot match on a stable external ID, route missing-email rows to a review or enrichment queue rather than creating uncertain duplicates.
Keep `source_system`, `source_url`, `exported_at` and `import_batch_id` in the staging file even if the CRM maps only some of them. A later correction is much easier when you can trace a record to a precise import. Use separate contact and company files where the CRM expects distinct objects, then associate them through a verified company key.
| Preflight | Pass condition |
|---|---|
| Encoding | UTF-8; accented names remain readable |
| Headers | One header row, unique column names, mapped destination fields |
| Identity | Create/update key chosen with CRM owner |
| Required values | No invented email, domain or company |
| Provenance | Source URL, timestamp and batch ID retained |
Download the ten-record import pilot (CSV template).
A ten-record pilot with a real failure set
Choose ten rows deliberately: two new contacts, two existing contacts, one missing email, one changed title, one accented name, one company association, one duplicate source row and one out-of-scope row. Predict what should happen to each before importing. If your CRM cannot accept a no-email contact without duplicating it, stop and fix the identity rule. A success banner only means the importer processed the file; inspect the created and updated records afterward.
Reconcile four numbers: rows submitted, rows created, rows updated and rows rejected. The sum of the last three should equal the submitted count, unless the import tool explicitly reports skipped rows separately. Save the error file and correct the staging CSV, not the raw export. After the full run, sample records from each outcome, confirm ownership and company association, and store the batch ID for rollback or correction.
Use this checklist
- Keep a read-only raw export and edit a staging copy.
- Get the CRM owner's create/update rule in writing.
- Predict outcomes for ten pilot rows before importing.
- Inspect actual records and reconcile every submitted row.
Run a safe ten-record import
Treat the pilot as a mapping test, not as a miniature sales campaign.
- 1
Copy the raw file
Keep a dated, unchanged export and edit only an import copy.
- 2
Normalize and deduplicate
Use stable profile identity, then compare against existing CRM records by the CRM's supported unique key.
- 3
Map fields explicitly
Check first name, last name, company, title, source URL, owner and any required consent or status property.
- 4
Import ten varied rows
Include new, existing, missing and accented examples. Review creates, updates and errors.
- 5
Run the rest and reconcile
Compare imported counts and error counts with the input, keeping rejected rows for repair.
Import errors to catch
- Deleting duplicate rows before preserving where they came from.
- Assuming a LinkedIn profile URL alone updates an existing HubSpot contact by default.
- Trusting the 'import complete' message without inspecting records and error rows.
The next step
Once the ten-record pilot behaves correctly, save the field map and quality checklist. Future exports can use the same gate, with destination rules reviewed whenever the CRM changes.
Continue with the full export guide, the HubSpot-specific guide, the deduplication article.
Questions
Can I import Sales Navigator leads into a CRM without email?
It depends on the destination object and unique-identifier rules. Check the CRM's import requirements before creating contacts.
What should I use as a duplicate key?
Use the CRM's supported Record ID or unique property for updates. Keep profile URL as an additional source identifier.
Why does Excel show garbled names?
CSV encoding may be interpreted incorrectly. Import the file through Excel's Text/CSV flow and select UTF-8.
Should I delete rows with missing company data?
Not automatically. Keep them in a review queue if the person is valuable; do not invent a company value.
How many rows should I test before a full import?
A ten-record pilot with varied edge cases is a practical starting point. Inspect actual created and updated records plus any error file.
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