How to Import Screening Results into CRM? A Complete Guide to Field Mapping and Workflow

For overseas customer acquisition, batch verification of the validity and activity of Telegram and WhatsApp numbers is only the first step. The real driver of lead follow-up, group segmentation, and conversion tracking is seamlessly importing screening results into a CRM (Customer Relationship Management) system. Whether it’s HubSpot, Salesforce, Zoho, or a custom system, issues like incorrect field mapping, inconsistent formats, and duplicate data often stall the import process. Based on KK-DATA’s actual export format, this article provides a complete workflow from number screening to CRM integration, helping teams efficiently complete list imports and data delivery.

Why Should Screening Results Be Integrated with CRM?

After screening, if you just leave the CSV files in a shared folder, your team will quickly fall into data silos:

• Operators cannot tag leads or set follow-up stages in the CRM.
• They cannot use fields like activity or gender for lead scoring.
• Repeated imports double contact records in the CRM, wasting storage and follow-up effort.

After importing screening results into the CRM (CRM import) , you can achieve:

• Automated lead assignment: automatically assign “TG active” numbers to sales or operations.
• Refined operations: set different mass messaging strategies based on gender or activity window.
• Data loop: record conversions later in the CRM, optimizing the screening strategy in return.

Without integration, a workflow is like throwing gold into a warehouse without inventory—wasting resources.

KK-DATA Screening Results: Data Format and Field Description

KK-DATA supports multiple export formats (CSV, TXT) and includes two types of fields by default: mandatory and optional. Understanding these fields is the prerequisite for proper field mapping.

Mandatory Fields: Phone Number and Platform Identifier

Each screening task export includes at least:

Field Name	Description
phone	International format number (e.g., +8613800138000)
platform	Platform identifier (telegram / whatsapp / imessage / rcs)
valid_flag	Detection result: valid/invalid/unknown

These three fields form the foundation for CRM contact import. phone is used as the primary key for deduplication, platform can be a tag, and valid_flag maps to a lead status (e.g., “Pending Verification” or “Valid”).

Optional Fields: Activity, Gender, TGID/WSID

In KK-DATA’s task settings, you can select additional detection types, and the export will include corresponding columns:

Field Name	Description
tg_active	Activity status (active within 7/15/30 days)
gender	Gender inferred from profile picture (male/female/unknown)
tgid	Telegram user ID
wsid	WhatsApp user ID

These fields are ideal for lead scoring (e.g., marking highly active numbers as “High Intent”), grouping (gender segmentation), or storing as custom attributes. Note: gender recognition accuracy is not 100%; it’s recommended to mark the source as “AI-identified” in the CRM.

Field Mapping: Mapping Screening Columns to CRM Objects

Different CRMs have different field names and types, but the core mapping logic is consistent. Here are general recommendations:

KK-DATA Export Column	Common CRM Field (e.g., HubSpot/Salesforce)	Notes
phone	Phone / Mobile Phone	Format must be unified to E.164
platform	Lead Source / Custom Field	Can map to “Source: Telegram”
valid_flag	Lead Status / Stage	Valid → Verified; Invalid → Excluded
tg_active	Lead Score / Custom Field	Can be converted to a numeric score
gender	Gender (custom)	Enum values: male/female/unknown
tgid	External ID or Notes	For subsequent precise targeting

Unify Phone Number Format

CRMs usually require strict phone number formatting. It’s recommended to use the international format (E.164) , e.g., +8613800138000. Preprocess before import:

• In Excel, use the formula =TEXT(A1,"+000000000000000") to prepend the country code.
• Remove spaces, parentheses, and hyphens.
• Ensure all numbers start with + (for domestic numbers, automatically add the country code).

Map Status Fields to CRM Lead Stages

Combining KK-DATA’s valid_flag and tg_active effectively defines lead priority:

• valid_flag = Valid → Set CRM stage to “To Contact”.
• tg_active = Active within 7 days → Add “High Intent” tag or increase lead score.
• gender = female → Can tag “Female User” for targeted messaging.

It is recommended to create a custom field “Activity Window” in the CRM or use the tagging feature to avoid losing granular information.

Workflow Design: From Screening to Automatic CRM Import

A typical workflow consists of five steps:

1. Number Preparation: Upload a number list in KK-DATA (manually upload or generate using the global number generation module).
2. Multi-Platform Screening: Select the platforms to detect (Telegram, WhatsApp, etc.) and detection types (valid, active, gender, etc.), then submit the task.
3. Export Results: After the task completes, download the CSV/TXT file from the console. It is recommended to use CSV (UTF-8 encoding with BOM) to ensure Chinese character compatibility.
4. Data Cleaning & Transformation: Adjust column names, formats, and order according to CRM requirements. For more than 10,000 records, use Python scripts or Power Query to avoid manual errors.
5. Import into CRM: Upload via the CRM’s CSV import feature or use API calls for automatic writing.

KK-DATA’s task completion notification (via Telegram) can trigger this flow: upon receiving the notification, the server automatically downloads the latest CSV, performs cleaning, and calls the CRM API. For small teams, manual download and import are also feasible.

Example: Cleaning and Importing into Salesforce with Python

import pandas as pd
from simple_salesforce import Salesforce

# Read from KK-DATA export file
df = pd.read_csv('kkdata_export.csv')
# Field mapping
df.rename(columns={'phone': 'Phone', 'platform': 'LeadSource', 'valid_flag': 'Status'}, inplace=True)
# Keep only valid numbers
df = df[df['Status'] == 'Valid']
# Import to Salesforce (requires connection configuration)
sf = Salesforce(username='...', password='...', security_token='...')
for _, row in df.iterrows():
    sf.Contact.create({'Phone': row['Phone'], 'LeadSource': row['LeadSource']})

Such scripts enable semi-automatic or fully automatic integration.

Data Deduplication: How to Avoid Duplicates in CRM Before Import?

Duplicate imports are the number one cause of CRM data chaos. A dual deduplication strategy can significantly reduce the problem:

Use KK-DATA’s Cross-Task Deduplication Repository

KK-DATA’s built-in data deduplication repository automatically excludes already detected numbers when submitting new tasks. This means the same number will not be detected again, reducing duplicate data at the source. Additionally, you can choose to “export only new items” to further simplify.

CRM-Side Deduplication Validation

CRMs typically provide deduplication rules. For example, in HubSpot:

• Set the “Phone” field as a unique identifier.
• Run a “Find duplicates” function before import.
• Select “Skip existing records” or “Update existing records” during import.

It is recommended to create an automation rule in the CRM: when a new contact is imported, if the phone number already exists, update the fields (e.g., activity status) instead of creating a duplicate contact.

Data Delivery Scenarios: Providing Structured Lists to Teams or Clients

CRM import is not just for internal use; often you need to deliver screening results to operations teams or external clients. In such cases, it’s recommended to:

• Attach a field description document: Use a PDF or online sheet to explain each column (e.g., “tg_active: Active within 7 days / 30 days”), so recipients can directly understand the data value.
• Pre-process the CSV: Adjust field names and order according to the recipient’s CRM template in advance—clients can import directly.
• Provide two formats: One detailed version with all fields for the technical team, and one simplified version (only phone number + platform + status) for quick manual import by operations.

KK-DATA supports TXT and CSV exports. If the recipient uses an older CRM, you may need to convert encoding or column delimiters. It is recommended to note “UTF-8 encoding (with BOM)” in the delivery.

Common Import Failure Causes and Solutions

Even with a familiar process, the following issues may still arise during import:

Problem	Cause	Solution
Field type mismatch	CRM expects numeric fields (e.g., score), but CSV contains text	Convert column types to numeric in advance (Excel or script)
Encoding error	Chinese characters garbled, CRM cannot recognize	Save as UTF-8 with BOM (in Excel, choose “CSV UTF-8”)
Phone number has spaces or inconsistent country codes	CRM cannot match the format	Standardize to E.164: + + country code + number; remove extra characters
Exceeds CRM single import limit	Importing hundreds of thousands at once	Split into multiple files (e.g., 100,000 rows each) and import in batches
CRM field names not aligned	KK-DATA column names do not match CRM template	Download the CRM import template first and rename columns accordingly

FAQ

Q: Can the CSV exported from KK-DATA be imported directly into any CRM?

A: Most CRMs support CSV import, but field names and formats need to be aligned. It’s recommended to compare with the CRM’s import template and map KK-DATA columns (e.g., phone, tg_active) to CRM fields (e.g., Phone, Lead Status). A few CRMs may require conversion to a specific format (e.g., .xlsx), which can be preprocessed.

Q: How to import gender data from screening results into CRM?

A: The gender field can be mapped to a “custom attribute” or “tag” in CRM. For example, export the “gender” column from KK-DATA, set up enum values (male/female/unknown) in the CRM, and map directly during import. Note that gender is based on profile picture recognition and accuracy is not 100%; it is recommended to mark the source in CRM.

Q: How to ensure the numbers in CRM match the screening results after import?

A: Use the international format (+country code + number) as the unique identifier. Before import, use tools (e.g., Excel formulas) to remove spaces, parentheses, and hyphens; also enable CRM deduplication rules using the phone number as the primary key to avoid creating duplicate contacts.

Q: Can screening results be automatically pushed to CRM after completion?

A: KK-DATA currently provides task completion notifications (via Telegram) and supports script polling of the API or manual download. For automatic import, you can set up a listener script on the server: upon receiving the notification, download the latest task CSV, perform field transformation, and call the CRM API. The documentation center provides export format details.

Q: When delivering data to a client, how can they use it directly?

A: It’s recommended to deliver a “field description document” (PDF or online sheet) explaining each column (e.g., tg_active: active within 7 days/30 days) and recommended mappings. Also provide a pre-processed CSV with field names already matching the client’s CRM. KK-DATA supports multiple export formats, so clients can import directly.

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Efficiently importing screening results into CRM is a critical step in the data loop for overseas customer acquisition. From field mapping and format cleaning to deduplication strategies, every step affects the final operational results. With KK-DATA’s flexible export and workflow design, teams can significantly reduce repetitive work and let data truly drive decisions. Log in to the KK-DATA Application Console to try generation and screening, or view the billing page for pricing. For custom CRM integration needs, contact customer support via Telegram @kkdata_robot.