Import data from other tools

Importing data from other tools

Already have data living in spreadsheets, task managers, or other systems? Bring it into Stackby and keep moving without starting from scratch. Centralizing data unlocks relationships between lists, makes reporting consistent, and sets the stage for automations and connected views.

Switching from other tools

Migrating into Stackby helps unify scattered information—tasks from a project tool, contacts from a CRM, and metrics from spreadsheets—so teams can link, summarize, and automate across one source of truth.

Common sources to migrate:

• Spreadsheets: Excel, Google Sheets, CSV exports

• Task managers: Asana, Trello, Monday.com, Wrike, Airtable, Smartsheet

• Other systems: Calendars, Contacts, XML, JSON, Legacy databases (via CSV or connectors)

Pro tips:

• Clean data before import: consistent headers, one header row, standardized options (e.g., status values).

• Define target tables and fields in Stackby first to simplify mapping.
  
  

Identify your existing data sources

Start with the workflow map. For each stage, list where current data lives and who owns access. Prioritize the sources required to get the new workflow running on day one; the rest can follow.

Checklist:

• Inventory systems, files, owners, and data freshness.

• Decide import scope (all-time history vs. last 12 months).

• Note sensitive fields and plan permissions after import.

Choose your import method

Pick the method that fits the source, the amount of data, and how often it changes.

Method 1: Upload a CSV

• Export from the source tool as CSV.

• Create a new table from CSV or append to an existing table.

• Map columns to the right field types (single select, date, number, etc.).

Best for:

• One-time or periodic batches from spreadsheets and legacy tools.

Tips:

• Ensure one header row.

• Convert free-text status to standardized options after import.

Method 2: Copy and paste

• Copy ranges from spreadsheets and paste directly into a table.

• Confirm field types during the preview.

Best for:

• Quick seed data, small tables, or incremental updates.

Tips:

• Paste into a clean table to avoid misaligned columns.

• Use paste to rapidly add test records before team onboarding.

Method 3: Import from an external source

• Connect to supported external sources like Airtable to fetch data without manual export.

• Configure the target table and schedule or trigger syncs (where supported).

Best for:

• Regular updates from Google Sheets, calendars, or other common systems.

Tips:

• Map unique identifiers to avoid duplicates.

• Define refresh expectations and ownership for the integration.

Method 4: Use import apps

• Use specialized import utilities to add or update records in existing tables.

• Ideal for structured updates like JSON, contacts, calendar events, or XML/feeds.

Best for:

• Ongoing operational imports into existing tables with matching schemas.

Tips:

• Test with a small batch first.

• Keep a saved view for “Recently imported” to verify data quality.

Organize your data after import

Raw imports often land as plain text. Convert fields to proper types and connect tables so the data works for your workflow.

Post-import steps:

• Convert columns to the right types:

  • Numbers → Number/Currency/Percent

  • Dates → Date (enable time if needed)

  • Status or Category → Single select (standardize options)

  • Tags → Multiple select

  • Long text → Rich notes or descriptions

  • Links/Emails/Phones → URL/Email/Phone fields

• Create Linked record fields to relate tables (e.g., Deals → Companies).

• Add Lookups/Rollups/Counts to enrich records (e.g., Total spend per campaign).

• Build essential views:

  • “Data QA” (recently imported)

  • “Owners: needs review”

  • “This month” (date-filtered)

Quality checks:

• Spot-check 20–50 records across sources.

• Validate totals (e.g., pipeline values, task counts).

• Confirm permissions and visibility by role.

Bring your workflow into Stackby

With data organized, align it to the workflow map:

• Ensure every stage has the fields needed to move forward (Owner, Status, Due date).

• Add automations for handoffs (e.g., notify Owner when Status = Ready for review).

• Publish role-based views (PM: This week, Design: In progress, Leadership: Rollup).

• Document conventions in a README table (field meanings, options, SLAs).