Most import issues are easier to fix before the import runs. Use the preview step first, then use import history for anything that still fails after processing.
The preview shows whether each row is valid before it is imported.
Use the summary chips to filter rows:
• Valid — ready to import
• Invalid — validation errors
• Edited — changes you made in preview
• Matched existing — matched an existing record
• Skipped — will not be imported
To fix a row:
1. Filter to invalid rows.
2. Expand the row to see row errors and field errors.
3. Double-click a cell to edit the value.
4. Wait for the preview to refresh.
5. Confirm the row moves to Valid.
If several rows need cleanup, choose Download issues. The file includes row numbers, error messages, and mapped columns so you can correct the source spreadsheet.
Use this when:
• You need another teammate to fix the source data
• The file has many repeated formatting problems
• You want a record of rows that were intentionally skipped
Some imports link each row to an existing person, client, or other record. A row with an error such as Staff / Volunteer not found or Client not found needs a valid CoolFocus record in that related-record field.
Check that the source column maps to the intended field. Confirm the ID or name matches a record in your organization. Import related people or clients first when the spreadsheet references records that have not been added yet.
CoolFocus marks only the rows with an unresolved related record as failed. Other valid rows in the import continue processing.
You can skip a row from the expanded row details. Skipped rows are not imported.
Use skip when:
• The row is a duplicate
• The row should not be moved into CoolFocus
• You want to import the valid rows now and handle a few problem rows later
Create imports can run with invalid rows if at least one row is valid. CoolFocus asks you to confirm that invalid rows will be skipped. Download the issues before continuing.
Update imports require matched rows and typed confirmation before the update runs.
Open Import History from the import screen or the record list. Each import shows status, totals, success count, failed count, started time, completed time, and who ran it.
From an import, you can:
• Open View Details
• Download the original file
• Download the error report
• Re-run failed rows
• Rename the import for clarity
• Delete the import history record when it is no longer needed
Very large imports run in chunks. If a chunk reaches its processing time window, the importer safely pauses and then resumes automatically. You may see the status move from Processing to Queued between chunks. Progress and counts continue from where the import left off.
Failed rows are not retried automatically when an import resumes. Fix the cause, then use Re-run Failed Rows to process those rows again.
The details page includes tabs for:
• Summary — status, progress, entity type, imported by, timestamps, and row status breakdown
• Field Mappings — source columns, destination fields, data types, cleansing rules, and required fields
• Imported — successfully imported rows
• Skipped — rows skipped during preview or processing
• Errors — failed rows
This page is the best place to confirm what happened after an import completes.
If an import has failed rows, choose Re-run Failed Rows from import history or Re-run Failed from the details page.
Use this after you have fixed the reason those rows failed. The re-run resets failed rows to pending and processes them again.
Failed rows are not retried automatically when an import resumes after a timeout. Use Re-run Failed Rows after correcting the issue that caused the failures.
Download the error report before re-running failed rows. It gives you a before-and-after record of what changed.
• Import Your Data
• Prepare Your Import File
• Prepare for a Data Migration
• Importer Best Practices
• Migrating Data Into CoolFocus
