Before uploading your data into Swivel, it’s important to clean, organize, and save it in the correct format. All files imported into Swivel must be .csv files containing:
Only one sheet
A header row where each column corresponds to a native field in Swivel (headers can be in any order)
To simplify the process and reduce errors, use a Swivel import template whenever possible. Templates include the correct headers and example data, making your import faster, more reliable, and easier to map.
Proper preparation ensures your import goes smoothly, reduces errors, and saves time. This guide highlights best practices to help you identify common issues, format your data correctly, and verify that all required information is included.
Confirm Required Fields
Make sure all fields required for your import type are complete to prevent failed imports. See Import Templates for a full list.
Fill in all required fields
Ensure optional fields you plan to use are consistent and valid
🔍 Tip: You can use Excel filters or similar tools to identify blank required cells before importing.
Standardize Data Formats
Consistency in formatting is critical for a successful import.
Dates: MM/DD/YYYY or MM-DD-YYYY
Phone Numbers: XXX-XXX-XXXX, (XXX) XXX-XXXX, or XXXXXXXXXX
Zip Codes: 5-digit or 9-digit (e.g., 66203 or 66203-3547)
State: abbreviated or full name (e.g., KS or Kansas)
SSN / Medicare #: XXX-XX-XXXX, XXXXXXXXX, or XXXX
Capitalization: Swivel will import text exactly as it appears, so make sure names, addresses, or notes are in the desired case
Validate Entries Against Pre-Configured Fields
Ensure fields that use existing options in Swivel are entered correctly:
Check existing values in Swivel first and match them exactly when possible (e.g., “Allianz” vs. “Allianz Life”) to avoid duplicates
Check spelling, spacing, and capitalization to ensure consistency
Review any new values before importing to ensure they are consistent and intentional
Tip: To view default values for product-related fields (e.g., Institution, Product Type, Product), go to Settings > Advanced Setup > Products
📌 Note: Swivel provides tools to help manage duplicates after import, but preparing your data carefully helps prevent duplicates and reduces cleanup later.
Remove Unnecessary Data
Extra or hidden data can interfere with imports:
Check for hidden rows, columns, or sheets and remove them.
Remove any extraneous data, comments, or metadata that is not required for the import.
Test Your File
A small test import ensures everything is mapped correctly:
Import a small sample (1–2 rows) first
Verify field mapping and correct any errors
Resolve issues before full import
Save and Backup
Proper saving ensures Swivel can read your file and you have a fallback:
Save as a .csv
Ensure the .csv has only one sheet and a header row matching Swivel fields
Keep a backup of the original data
Use the Swivel import template as a reference if needed
Summary
Following these best practices helps you:
Ensure your data is complete, accurate, and formatted correctly
Minimize import errors and duplicate records
Reduce troubleshooting time
Improve overall success on the first import attempt