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Pierre Lecointre edited this page Sep 24, 2025 · 7 revisions

Managing Your Data

Option 1: Firebase Console

The Firebase Console provides a web-based interface to view and manage your Firestore data.

Accessing Firebase Console

  1. Get Your Project ID

    • Contact your Stood CRM administrator, often the project Id is the beginning or your Stood URL <PROJECT_ID>.web.app

  2. Navigate to Firebase Console

  3. Access Firestore Database

    • Click Firestore Database in the left sidebar
    • You'll see all your collections listed

Using Firebase Console

  • Browse Collections: Click on any collection to view documents
  • Search Data: Use the search bar to find specific records
  • Filter Results: Apply filters by field values
  • Export Data: Use the export feature to download data as JSON
  • View Document Details: Click on any document to see all fields

Key Collections to Explore

  • accounts: All your customer records
  • deals: Sales opportunities
  • contacts
  • posts
  • activities
  • users
  • teams

Option 2: Firefoo Tool (Advanced Users)

Firefoo is a powerful desktop application for managing Firestore databases with advanced features. Note that Firefoo only presents in table format the know data structure so it's best to have put some first test data in the system via Stood App to figure out the structure.

Installing Firefoo

  1. Download Firefoo

  2. Connect to Your Database

    • Open Firefoo
    • Click Connect to Firestore
    • Enter your Firebase project ID
    • Authenticate with your Google account

Firefoo Features

  • Advanced Querying: Write complex Firestore queries
  • Data Visualization: Charts and graphs of your data
  • Bulk Operations: Import/export large datasets
  • Real-time Updates: See data changes as they happen
  • Query History: Save and reuse common queries
  • Data Validation: Check data integrity and consistency

Using Firefoo for Data Management

  1. Browse Collections

    • Navigate through your Firestore collections
    • View documents in a spreadsheet-like interface
    • Edit documents directly in the interface

  2. Run Queries

    // Example: Find all contacts from a specific company
db.collection('contacts')
  .where('account', '==', 'ACCOUNT_ID')
  .get()

  3. Export Data

    • Select documents or entire collections
    • Export to CSV, JSON, or Excel format
    • Schedule automatic exports

  4. Import Data

    • Upload CSV or JSON files
    • Map fields to Firestore document structure
    • Validate data before import

Best Practices

Data Preparation

  1. Clean Data First: Remove duplicates and fix formatting
  2. Backup Existing Data: Export current data before importing
  3. Test with Small Dataset: Import small sample first

Import Process

  1. Use Appropriate Tool: Choose Firebase Console for simple tasks, Firefoo for batch operations
  2. Validate Data: Always validate data before and after import
  3. Monitor Progress: Watch for errors during import process
  4. Verify Results: Check imported data in Stood CRM interface

Ongoing Management

  1. Regular Backups: Export data regularly for backup
  2. Data Quality: Monitor and maintain data quality
  3. Access Control: Manage who can access Firebase Console
  4. Documentation: Keep import procedures documented

Contact Import System (from Stood App)

The Contact Import system allows bulk import of contacts from spreadsheets or CRM exports directly into Stood CRM. The system intelligently handles existing contacts, creates new accounts, and maintains data integrity.

How to Import

  1. Navigate to Contacts view and click the "Import" button (upload icon)
  2. Copy your data from Excel/Google Sheets (tab-separated format)
  3. Paste into the import dialog using Ctrl+V (or Cmd+V on Mac)
  4. Review and edit the imported rows as needed
  5. Click "Import" to process all valid rows

Data Format

Required columns: First Name | Last Name | Email | Account Name | Location

Example:

John	Doe	john.doe@company.com	Acme Corp	New York
Jane	Smith	jane.smith@tech.com	Tech Solutions	San Francisco

Minimum requirements: At least one name field (first or last) and a valid email address.

Smart Features

Duplicate Handling: Email-based detection prevents overwriting existing contacts. Only empty fields are updated.

Account Management: Automatically creates new company accounts and links contacts to existing ones (case-insensitive matching).

Data Validation: Real-time validation with red highlighting for invalid rows. Ensures proper email format and required fields.

Import Results: Detailed feedback showing new contacts imported, existing contacts updated, new accounts created, and contacts linked to existing accounts.

Interface Features

Table Editor: Inline editing by clicking cells, add/remove rows, validation feedback with red highlighting for errors.

Clipboard Integration: Automatic parsing of tab-separated data from Excel/Google Sheets with full keyboard support.

Data Management: Row counter, real-time validation status, and progress indication during import.

Best Practices

Data Preparation: Clean source data, use consistent company names, verify email addresses, remove duplicates.

Import Strategy: Start with small batches (10-20 contacts), import during off-peak hours, review results carefully, keep backup of original data.

Account Management: Use consistent company names to avoid duplicates, consider account hierarchy, review created accounts after import.

Troubleshooting

"No changes made": All contacts already exist with same data, or no valid rows found. Check required fields (name + email).

Validation errors: Invalid email format (ensure @ symbol and valid domain), missing names (provide first OR last name), empty rows (remove completely empty rows).

Import failures: Check data format (tab-separated with proper column order), validate emails, review permissions, try smaller batches.

Security and Privacy

Safe Process: No data loss - existing contacts never deleted or overwritten. Incremental updates only populate empty fields. All imports logged for audit trail. Team isolation ensures imports scoped to current team.

Data Handling: Local processing before server transmission, encrypted upload, privacy compliance with no external data sharing.

Summary

The Contact Import system provides fast bulk import of hundreds of contacts with smart duplicate handling, automatic account creation, and real-time validation. The process is as simple as copy-and-paste while ensuring data integrity and providing comprehensive feedback on all operations.

Contact - Stood CRM support & integration

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