Preparing Your Data for Import

Before uploading your data into Swivel, it’s important to clean, organize, and save it in the correct format. All files imported into Swivel must be .csv files containing:

• Only one sheet
• A header row where each column corresponds to a native field in Swivel (headers can be in any order)

Caution

🚧 Important: To simplify the process and reduce errors, use a Swivel import template whenever possible. Templates include the correct headers and example data, making your import faster, more reliable, and easier to map.

Proper preparation ensures your import goes smoothly, reduces errors, and saves time. This guide highlights best practices to help you identify common issues, format your data correctly, and verify that all required information is included.

Confirm Required Fields

Make sure all fields required for your import type are complete to prevent failed imports. See Import Templates for a full list.

• Fill in all required fields
• Ensure optional fields you plan to use are consistent and valid

Tip

🔍 Tip: You can use Excel filters or similar tools to identify blank required cells before importing.

Standardize Data Formats

Consistency in formatting is critical for a successful import.

• Dates: MM/DD/YYYY or MM-DD-YYYY
• Phone Numbers: XXX-XXX-XXXX, (XXX) XXX-XXXX, or XXXXXXXXXX
• Zip Codes: 5-digit or 9-digit (e.g., 66203 or 66203-3547)
• State: abbreviated or full name (e.g., KS or Kansas)
• SSN / Medicare #: XXX-XX-XXXX, XXXXXXXXX, or XXXX
• Capitalization: Swivel will import text exactly as it appears, so make sure names, addresses, or notes are in the desired case

Validate Entries Against Pre-Configured Fields

Some Swivel fields include pre-configured values that serve as a blueprint for your data. You can map your spreadsheet to these existing values or create new ones during import. Keep in mind that new or inconsistent values may create duplicates and require additional cleanup after import.

Book of Business Imports: Product Catalog & Taxonomy

Caution

🚧 Important: When preparing a Book of Business import, use Swivel’s pre-configured product catalog as a reference to validate your product data.

Products in Swivel are organized using the following taxonomy:

Product Line → Product Type → Product

Example: Annuities → Fixed Index Annuity → Allianz 222 Annuity
​
This taxonomy enables meaningful filtering, reporting, and organization throughout Swivel.

To view Swivel’s product catalog and verify default values for Product Line, Product Type, and Product, go to:

Settings > Advanced Setup > Products

Caution

🚧 Important: Whenever possible, map your spreadsheet values to existing products in Swivel rather than creating new product records.

Before importing your Book of Business file:

• If the product already exists in Swivel: Map your spreadsheet value to the existing product during import.
• If the product does not exist in Swivel: Your import file must include the complete product taxonomy (Product Line, Product Type, and Product) so Swivel can create the product correctly.

Swivel does not automatically infer that similarly named products are the same. For example, if your spreadsheet contains “Allianz 222” but it is not mapped to the existing “Allianz 222 Annuity” product during import, Swivel will create a new product record.

Caution

🚧 Important: If products are not mapped correctly or a new product is imported without the appropriate taxonomy, additional cleanup may be required after import.

Note

📌 Note: Swivel provides tools to help identify and manage duplicates after import, but validating and mapping your data before importing helps maintain a clean database and reduces post-import cleanup.

Remove Unnecessary Data

Extra or hidden data can interfere with imports:

• Check for hidden rows, columns, or sheets and remove them.
• Remove any extraneous data, comments, or metadata that is not required for the import.

Test Your File

A small test import ensures everything is mapped correctly:

• Import a small sample (1–2 rows) first
• Verify field mapping and correct any errors
• Resolve issues before full import

Save and Backup

Proper saving ensures Swivel can read your file and you have a fallback:

• Save as a .csv
• Ensure the .csv has only one sheet and a header row matching Swivel fields
• Keep a backup of the original data
• Use the Swivel import template as a reference if needed

Summary

Following these best practices helps you:

• Ensure your data is complete, accurate, and formatted correctly
• Minimize import errors and duplicate records
• Reduce troubleshooting time
• Improve overall success on the first import attempt