Import companies from Excel with Entities AI Assistant

You can upload an Excel file of companies directly to Entities AI Assistant to create multiple companies in one pass. AI Assistant maps the spreadsheet columns to company and address fields, builds an action plan of the records to be created, and lets you review and edit everything before anything is created.

Entities AI Assistant follows user role and permissions configured in Entities. Your access to information and actions is the same within the Entities interface and the Entities AI Assistant.

Notes

  • Entities AI Assistant is an Artificial Intelligence (AI) feature. For information on how AI features use Entities data, refer to Entities AI transparency notice.

  • You can create companies from an Excel import. Support for other actions, such as appointments, is planned for a later release.

  • Before you approve an import, you can edit a detected column mapping, including choosing to skip a mapped column.

  • Address types, such as Registered office or Trading address, are detected from your column headers and connected to the correct company automatically.

  • Imported addresses are shared by default, unless your file specifies otherwise.

  • AI enhancements are available to clients with the Entities Platform package. For more information, contact your Customer Success Manager.

  • Administrators have access to AI features by default. For regular users, AI features are inactive by default. Before you can use them, your organization's administrator must provision the features for you.

Import companies from an Excel file

  1. From the side navigation, select search AI Assistant.

  2. Select Import & Actions.

  3. Drag and drop the Excel file you want to upload or use the Select files to upload option to open the file browser.

  4. AI Assistant reads the file and suggests a mapping between the spreadsheet columns and company or address fields, recognizing common naming variations.

    • If the same field is mapped to more than one column, AI Assistant shows a warning so you can review it before you continue.

    • A single column can map to more than one field. For example, one Country column can populate both company and address details.

  5. To review the mapping, select Open.

    • To change a mapped field, select the edit icon next to a mapping item. Select a different field and save your changes, or use the Ignore option to skip the column.

    • If Entities AI Assistant doesn't find a suitable field to map an item to, it displays the item with the Unmapped status. You can select a field to map the item to. If you don't select any field, the unmapped item is not saved in Entities data.

    • To approve the mapping, select Approve & Execute.

    • To cancel the import, select Dismiss.

  6. AI Assistant extracts the company and address data from the approved mapping, checks for records that already exist, and builds an action plan.

    If any companies in the file already exist in Entities, AI Assistant displays an error message. Assistant also validates the data against other criteria, similar to when you create a company using Entities interface.

    If your file includes an address that already exists in Entities, or the same address for more than one company, AI Assistant avoids creating duplicate address records.

  7. Review the action plan:

    • Summary shows the number of companies and addresses that will be created.

    • Detail shows a read-only breakdown of each company and address that will be created.

  8. Select Approve & Execute to create all the companies and addresses in the plan, or Dismiss to cancel the import.

  9. AI Assistant creates the companies and addresses, and displays a completion summary listing the records that were created and any that failed.

Entities AI Assistant displays information on how long the data you upload in the Import & Actions mode is stored in the system. The data retention information is available at the bottom of the Entities AI Assistant window when in the Import & Actions mode.

Administrators can set the data retention period for their organization.

Learn more