Number Screening System CRM Integration: Full Process Guide for CSV Export and Field Mapping

When an overseas team uses a number screening system to batch verify the validity, activity level, and even gender of numbers on platforms like Telegram and WhatsApp, how can these high-value leads be efficiently imported into a CRM (Customer Relationship Management system)? The core of this process is field mapping — ensuring that the column names in the exported data correspond one-to-one with the CRM fields, avoiding manual adjustments.

This study breaks down the complete chain from number screening to CRM, covering field planning, CSV export formats, import differences among major CRMs, and automation integration ideas. Whether you use HubSpot, Salesforce, or a self-built system, you will find actionable steps.

What is Number Screening System CRM Integration? Why is Field Mapping Needed?

Number screening system CRM integration refers to importing the screening results (e.g., valid/active status, gender, platform source) into a CRM in structured data format after batch verification, for subsequent marketing follow-up. Field mapping serves as the bridge for data conversion — ensuring that the “phone number” column in the screening results corresponds to the “Phone” field in the CRM, and “TG active status” corresponds to the “Activity Level” label in the CRM.

Typical Workflow from Screening to CRM

1. Generate and Screen: In the number screening system (e.g., KK-DATA), either generate global numbers or upload a number list, and perform multi-platform detection (Telegram, WhatsApp, iMessage, etc.).
2. Export Results: Select the fields you want to keep (e.g., phone number, status per platform, activity level, gender) and export as a CSV or TXT file.
3. Format Preprocessing: Check the encoding of the exported file (UTF-8 recommended), phone number format, and whether column names are compatible with the CRM. The deduplication warehouse can eliminate duplicates at this step.
4. CRM Import Mapping: Upload the file in the CRM’s import wizard, manually or automatically match exported column headers to CRM fields.
5. Data Import: Preview and confirm the mapping, then execute the import. The leads enter the CRM’s contacts or leads module.

Core Problems Solved by Field Mapping

• Column Name Mismatch: The screening result outputs “TGAct”, but the CRM may call it “Telegram Status”. They need to be mapped one-to-one.
• Date Format Differences: The screening system might output “2025-03-01”, but the CRM expects “03/01/2025”. The format must be specified during mapping.
• Multi-Platform Status Merging: A number might be valid on Telegram and active on WhatsApp. When importing, the multiple status entries need to be merged into the CRM’s custom fields or tags.
• Gender/Activity Level Marker Loss: If not mapped, these high-value pieces of information are lost and cannot be used for tiered marketing.

Step 1: Plan the Field List Required by the CRM

Before exporting, first sort out the standard and custom fields of the CRM customer object. This avoids the inefficient cycle of repeated exports, adjustments, and imports.

Common CRM Field Reference Example

Screening Result Output Column	CRM Target Field	Data Type	Description
Phone Number	Phone	Text (E.164 format)	It is recommended to unify with international prefix
Country	Country	Dropdown option/Text	Can be auto-mapped
Platform Source	Source_Platform	Multi-select/Text	Telegram, WhatsApp, iMessage
Telegram Registration Status	TgRegistered	Boolean/Text	Yes/No
Telegram Activity Level	TgActivity	Text (High/Medium/Low)	It is recommended to map to a CRM custom field “Activity Level”
WhatsApp Validity Status	WaValid	Boolean/Text	Yes/No
Gender Recognition	Gender	Text	Male / Female / Unknown
Import Date	Import_Date	Date	Auto-fill task completion time
Source Campaign	Campaign	Text	Used to differentiate acquisition channels

Avoid Common Conflicts: Phone Number Format and Duplicate Numbers

• Phone Number Format: Most CRMs require E.164 format (e.g., +8613800138000), but some systems only accept plain numbers. Numbers exported from the screening system usually include “+” by default. You can remove the “+” using the Excel formula =SUBSTITUTE(A1,"+",""). If the platform supports a “plain number” option (e.g., KK-DATA’s export settings), set it directly.
• Duplicate Numbers: The screening system’s data deduplication warehouse can identify the same number across tasks. Perform deduplication before export to avoid creating duplicate customer records during CRM import.

Step 2: Export CSV/TXT with Fields from the Screening System

Taking KK-DATA as an example (website kkdata.cc), after completing a task, on the results page select “Export” and tick the fields you want to include. The default encoding of the exported file is UTF-8, the delimiter is comma (CSV) or tab (TXT), and most CRMs can recognize it.

Recommended Export Fields and CRM Field Mapping Table

Screening Field (Example)	Recommended CRM Target	Notes
Phone Number	Phone	Direct mapping
Country	Country	Automatic match
TgAct (Registration Status)	Telegram_Status	Can be mapped to CRM custom field
TgActive (Activity Level)	Activity_Level	Can use “dropdown” or “text” type
WaStatus	WhatsApp_Status	Similarly
Gender	Gender	Used for grouped marketing
Id (Internal ID)	External_ID	For traceability

If your CRM field names differ, you can modify the CSV column header names before export. For example, change “TgAct” to “Telegram Registered”.

Post-Export Preprocessing: Deduplication and Format Cleaning

1. Deduplication: Use the screening system’s “data deduplication warehouse” feature to merge multiple tasks and filter out duplicates before export.
2. Cleaning: Use Excel or a text editor:
   • Remove leading/trailing spaces (=TRIM() or replace spaces with empty).
   • Unify date format to YYYY-MM-DD.
   • Check phone number length: global numbers vary in length, but at least confirm they are not empty.
3. Validation: Randomly spot-check a few rows to ensure key fields (phone number, status) are complete.

Step 3: Import CSV into the Target CRM (General Method)

Almost all CRMs provide a workflow: “Upload CSV → Field Mapping → Preview → Import”. The general steps are as follows:

1. Log in to the CRM, go to the “Import” or “Migration” function (usually in the contacts/customer module).
2. Upload the CSV file, confirm the delimiter (comma/tab) and encoding (UTF-8).
3. Field Mapping: The system will try to automatically match column names. You need to manually check:
   • “Phone Number” → Phone
   • “Country” → Country
   • “TG Activity Status” → Custom field Activity_Level
4. Preview and Deduplication: According to the CRM’s deduplication rules (e.g., phone number unique), confirm whether to update existing records or skip.
5. Execute the import. It is recommended to first import a small number of rows for testing, and after confirming everything is correct, import the full dataset.

Mapping Differences Among Major CRMs (HubSpot, Salesforce, Zoho)

• HubSpot: The import wizard is powerful; it can automatically recognize common column names (e.g., “phone number”, “email”) and suggest mappings. It supports saving import templates for reuse.
• Salesforce: You need to first select the object (e.g., Contact or Lead), then manually match fields. Custom field mapping is possible, but the steps are slightly more complex.
• Zoho CRM: Supports CSV/Excel import, allows users to create “mapping templates”, which can be directly selected for future imports, reducing repetitive work.

Regardless of the platform, the core is to ensure column names match CRM fields. A faster way is to export a “field label list” from the CRM in advance and modify the CSV column headers accordingly.

How to Achieve Automated Integration via API (Advanced)

For teams with development capabilities, you can write scripts to achieve scheduled synchronization:

1. Obtain Screening Results: Download the latest completed CSV file via the screening system’s export API (documentation at docs.kkdata.cc).
2. Parse and Map: Convert the data format according to the set field mapping rules.
3. Call CRM API: For example, HubSpot’s Contacts API, Salesforce REST API, to batch create/update customer records.
4. Error Handling: Log rows that failed to import (e.g., incorrect phone number format) and notify operations staff by email.

This method requires some programming skills but can achieve a fully automated pipeline: “Screening completed → auto import into CRM”.

Common Errors and Troubleshooting Guide

• Zero rows imported: Check if the CRM recognizes the CSV delimiter; try using tab delimiter (TXT format).
• Phone number field empty: The “phone number” column was not ticked during export, or the number list before screening was already empty.
• Data duplication: Deduplication was not performed within the screening system, causing duplicate CRM records. It is recommended to first use the data deduplication warehouse.
• Gender/Activity Level missing: The corresponding fields were omitted during export, or not mapped to CRM custom fields during import.
• Date format error: The CRM expects “2025-01-01” but the CSV has “01/01/2025”; specify the format in the import wizard.

Best Practices: Improve Efficiency of Screening and CRM Integration

1. Use a “Generate → Screen → Export” Pipeline: Create a complete task flow in the screening system to ensure each export includes a fixed set of fields.
2. Maintain Mapping Templates: Save field mapping templates in the CRM (e.g., HubSpot’s “import template”) and reuse them for subsequent imports.
3. Utilize Task Notifications: Receive notifications via Telegram when screening is complete, so you can promptly export and import into the CRM.
4. Import in Batches: If a single dataset exceeds tens of thousands, it is recommended to import in batches (e.g., 2000–5000 records each time) to avoid CRM rate limiting or timeout.
5. Regular Cleaning: Combine the screening system’s monthly active detection to re-verify the activity status of numbers already in the CRM, and update the import.

Frequently Asked Questions

Q: Can the CSV exported from the number screening system be directly imported into my CRM?
A: Most CRMs support CSV import, but you need to adjust the column headers and format according to your CRM’s field requirements. It is recommended to first export the screening results as a CSV, then perform field mapping in the CRM’s file import wizard. Once set, you can save the mapping as a template for repeated use.

Q: If the CRM requires the phone number field without a “+”, how should I handle it when exporting from the screening system?
A: Phone numbers in KK-DATA exported files include the international code by default (e.g., +8613800138000). You can use Excel’s find-and-replace to remove “+”, or choose the “plain numbers” format in the screening system’s export settings (if the platform supports it). If not, you can process it with the formula =SUBSTITUTE(A1,“+”,“”) before CRM import.

Q: Can the results from multiple screening tasks be merged and imported into the same CRM?
A: Yes. The platform’s built-in “data deduplication warehouse” feature can identify duplicate numbers across tasks. You can merge the detection results of multiple tasks into one CSV file, deduplicate it, and then import into the CRM to avoid duplicate customer data.

Q: When integrating with CRM, how can I distinguish whether a number is registered on Telegram or active on WhatsApp?
A: When exporting the CSV, be sure to tick the custom fields like “source platform” and “status”. KK-DATA marks the detection status of each number on Telegram, WhatsApp, iMessage, etc. in each row (e.g., TgAct=valid, WaActive=active). You can map these fields to CRM custom labels or notes fields.

Q: Is there a way to automatically synchronize screening results to the CRM without manual import?
A: For teams with development capability, you can write automation scripts: periodically download the latest result file via the export API provided by the documentation, then call the CRM’s API (e.g., HubSpot’s Contacts API) to batch write. For ordinary users, manual import with mapping templates is recommended, or connecting through tools like Zapier, but note that the screening system itself does not provide native integration, so a custom middle process is needed.

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If you want to directly import high-activity numbers after screening into your CRM, log in to the console now to start generating and exporting, or contact customer support for field mapping template assistance.

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