Number Screening System CRM Integration Guide: From CSV Export to Field Mapping in One Go

After batch screening numbers, many overseas marketing teams face a common pain point: high-quality number screening results cannot be smoothly imported into the Customer Relationship Management (CRM) system, leaving data dormant in local folders and wasting the screening cost. Integrating a screening system with CRM is not as simple as “export CSV and upload”. Mismatched field meanings, improper handling of missing values, and repeated imports of duplicate numbers—these issues often only surface after data is entered into the database.

This article will start with data cleaning before export, detail the meanings of exported screening fields, provide a set of ready-to-use field mapping rules, and explain how to quickly import data into mainstream CRMs. Whether you use HubSpot, Zoho, or domestic Chinese CRM like Fxiaoke, you will find executable solutions.

Why is Integrating a Screening System with CRM More Complex Than Expected?

Many teams think that once they get a “valid number list” from the screening system, they can just pour it into CRM and start marketing. In reality, the first hurdle you face is field differences.

Screening system exported data typically includes:

• phone (number)
• tg_effective (whether Telegram is active)
• tg_active (whether active within 7/15/30 days)
• gender (gender identified from avatar)
• ws_id (WhatsApp ID)
• last_active_days (days since last activity)

But your CRM may only have these standard fields:

• Phone number / Customer phone number
• Name
• Gender
• Customer source channel
• Last interaction time
• Customer status tag

The naming conventions and data types are completely different. Without a proper mapping rule in advance, direct import can cause:

• Activity fields being recognized as “invalid text”
• Gender values (e.g., male/female or 0/1) not matching CRM dropdown options
• Empty values causing entire row import failure
• Duplicate numbers entering the database multiple times, consuming CRM storage and marketing costs

The correct approach is to plan field mappings before export and preprocess screening results.

Data Cleaning Before Export: Screening Results Quality Checklist

Before clicking “Export”, taking two minutes to perform a check can save 90% of subsequent CRM import issues.

Checklist:

• Deduplication Confirmation: Deduplicate the results within the screening system (usually the system auto-deduplicates, but it’s recommended to manually check once)
• Check Type Verification: Have all the detection fields you need been completed? For example, if you need both Telegram validity and activity, do not export only validity results.
• Mark Invalid Numbers: Before export, mark or filter out numbers that failed detection (e.g., empty numbers, unsupported prefixes) to avoid later cleaning trouble.
• Export Field Selection: Only select fields that will actually be used by your CRM to reduce subsequent mapping and data validation workload.
• Preview Sampling: First export 10-20 records and check in Excel whether field formats are consistent and whether there are abnormal values.

After completing the above steps, your data has transformed from “screening results” to “CRM import-ready state”.

Standard Export Formats and Field Descriptions

Screening systems typically offer two export formats: CSV and TXT.

CSV Format: Best for CRM Import

CSV (comma-separated values) with structured column headers is the preferred format for importing into CRM. Each column corresponds to a field, and the CRM import wizard can directly match them.

TXT Format: Suitable for Personal Use or Simple Lists

TXT is generally a plain list (one number per line) without field headers. Suitable for: sending SMS, joining groups, reviewing, etc., where structured data is not needed. If you plan to integrate with CRM, CSV is recommended.

Key Field Description Table

Below are common fields you may encounter in screening system exports and their meanings:

Field Name	Type	Meaning and Typical Value
phone	String	Full international number, e.g., 8613800138000
tg_effective	Boolean/Integer	Whether Telegram is active: 1=Yes, 0=No
tg_active	Boolean/Integer	Whether active within a specified window: 1=Yes, 0=No
tgid	String	Telegram user unique ID (numeric format)
gender	String/Integer	Identified gender: male / female / unknown or 1/0
last_active_days	Integer	Days since last activity (e.g., 3 means active within 3 days)
ws_id	String	WhatsApp user ID
ws_active	Boolean	Whether WhatsApp is valid: 1=Yes, 0=No

While field names may vary across different screening systems, the core meanings are consistent. On platforms like KK-DATA, you can confirm specific field names through documentation or preview pages.

Key Field Mapping Guide: Map Screening Fields to CRM Standard Fields

Field mapping is the core of CRM integration. The following provides a set of generic mapping rules covering the three most commonly used field groups.

Customer Basic Information Mapping (Phone, Email, Name)

Screening systems generally do not export names and emails, but you can supplement them from other data sources or leave them blank in CRM.

Screening Field	CRM Standard Field	Description
phone	Phone Number / Customer Phone	Direct mapping, recommended to unify format (e.g., remove + sign)
None	Email	Leave blank, or batch fill with default like [email protected] and update later
None	Name	Leave blank, or use gender field to auto-generate “Mr./Ms.” as placeholder

Channel and Activity Mapping (Source Channel, Last Interaction Time, Activity Status Tag)

This is the most valuable part of mapping, directly usable for CRM grouping and precision marketing.

Screening Field	CRM Standard Field	Mapping Rule
tg_effective=1	Source Channel	Map to custom field “Source Channel”, value “Telegram”
ws_active=1	Source Channel	Append value “WhatsApp”
tg_active=1	Customer Status Tag	Map to “TG Active User”
tg_active=0	Customer Status Tag	Map to “TG Inactive User”
gender=male	Gender	Map to “Male”
gender=female	Gender	Map to “Female”
last_active_days	Last Interaction Time	Subtract last_active_days from current date to get actual date; if CRM supports formula fields, auto-calculate

Custom Field Creation Suggestions

If your CRM does not support formula-based auto-calculation of time, it is recommended to create the following custom fields in CRM:

• TG Activity Tag (single-select dropdown: High Frequency, Medium Frequency, Low Frequency)
• WS Validity Status (Yes/No)
• Source Screening Platform (text, record the screening system name)

This gives you flexibility in segmenting customers.

Practical Integration for Common CRM Platforms (Non-Technical Solutions)

Manual Import: CSV Upload and Field Matching Steps

Most CRMs have a CSV import wizard. Taking HubSpot (overseas CRM) and Fxiaoke (domestic CRM) as examples, the recommended steps are consistent:

1. Prepare CSV File: Ensure the first row is field names, data has no abnormal characters
2. Enter Import Function: In CRM backend, find “Import Contacts/Customers” or “Import CSV”
3. Upload File and Preview: The system will automatically recognize column headers
4. Field Matching: Drag screening fields on the left to CRM standard fields on the right
5. Handle Duplicates: Most CRMs support deduplication by primary key (e.g., phone number); choose “Skip existing records” or “Overwrite existing records”
6. Map Custom Fields: If screening fields have no counterpart in CRM, create custom fields first
7. Execute Import: First import 50 test records, verify correctness, then import all
8. Verify Results: Open CRM to view contact list and confirm data accuracy

API Direct Connection (Advanced Solution)

If your team has development capabilities, you can automate synchronization via CRM’s REST API. The field names and values from screening system exports can usually be directly mapped to JSON properties in the API. Taking KK-DATA as an example, the mapping relationship between exported CSV fields and CRM API fields can be found in the documentation. The API solution is suitable for teams processing millions of records daily, significantly improving efficiency.

Post-Import Checks and Data Quality Management

After data is entered, perform the following checks immediately:

• Deduplication Statistics: After CRM’s auto-deduplication, are the remaining record counts reasonable?
• Null Rate: Check the null ratio for fields like “Gender” and “Activity”; if over 20%, consider re-screening
• Tag Consistency: Randomly sample 10 records to confirm screening field values have been correctly mapped to CRM tags
• Re-screen using existing CRM number list: To avoid duplicate screening—export existing customer numbers from CRM, batch submit to the screening system for deduplication detection. This way, newly obtained numbers won’t duplicate existing customers, and you won’t waste credits.

How to Choose a Screening System: Key Features from a CRM Integration Perspective

In the context of CRM integration, the selection criteria for a screening system should focus on data export flexibility and quality.

It is recommended to prioritize these dimensions:

• Export Format Support: Whether it supports CSV (mandatory), TXT, and customizable field selection
• Field Customizability: Ability to select only needed fields before export, and adjust field names
• Data Deduplication Capability: Whether it provides a cross-task deduplication repository to avoid duplicate checks
• Billing Transparency: Whether price is calculated by detection count, whether there is package binding, and whether it meets pay-per-use needs
• Activity Time Window Customization: Whether you can select windows like 7/15/30 days, affecting the timeliness of “activity tags” in CRM

Among the above dimensions, KK-DATA offers multiple export formats (CSV/TXT), a deduplication repository, per-record billing, and customizable activity windows, making it suitable for teams needing flexible CRM integration. You can log in to KK-DATA App Console to experience the screening process, or view the documentation for export format descriptions.

Frequently Asked Questions

Q: Can the CSV exported from the screening system be directly imported into my CRM?

A: Yes, but only if you have completed field mapping in advance. Direct import may cause fields like gender and activity to be treated as invalid text due to format mismatches. It is recommended to first map core fields (phone number, source channel, activity tag) and handle missing values.

Q: I already have many numbers in CRM; how to avoid duplicate screening and re-import?

A: Export existing customer numbers from CRM as CSV, use the screening system’s “data deduplication repository” to deduplicate them, then screen new numbers. When importing into CRM, use “deduplicate by phone number” and choose “skip existing records”.

Q: After screening export, there are too few fields; what if CRM requires more fields?

A: Create custom fields in CRM to store screening-specific data (e.g., tgid, last_active_days). For mandatory CRM fields (e.g., name, email), fill with placeholders first, then gradually supplement.

Q: If screening results have null values, will CRM import fail?

A: It depends on the CRM’s field validation rules. If the field is set as required and cannot be empty, import will throw an error. It is recommended to replace null values with predefined values (e.g., “Unknown” or a default date) using Excel or text tools before import to avoid entire row failure.

Q: What is the pricing model of the screening system? Are there packages?

A: Taking KK-DATA as an example, it uses a per-record billing model with no subscription packages. Detection prices vary by platform (Telegram, WhatsApp, iMessage, etc.). See console real-time prices or official billing page. Pay only for what you use, suitable for everything from small batches to millions of records.

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Log in to KK-DATA App Console to start experiencing the complete screening and CRM integration process. For integration issues, contact customer service on Telegram @kkdata_cc.