How to Import Extracted Emails into Freshworks CRM
On this page
Export and import options vary by plan, permissions and product version. Check the platform’s current help documentation if a menu or format differs. Use only contact data you are authorized to process; an extracted address is not proof of marketing consent.
Why Import into Freshworks CRM?
Freshworks CRM (formerly Freshsales) is a sales CRM that provides contact and account management, deal pipelines, email tracking, phone, chat, AI-powered lead scoring, workflow automation and reporting. It is part of the Freshworks suite alongside Freshdesk (support), Freshchat (messaging), Freshmarketer (marketing automation) and Freshservice (IT service management).
After extracting email addresses with Email Extractor, you can import them into Freshworks CRM to create contact or lead records, add them to sales pipelines, set up sequences and manage outreach.
Preparing the File
Email Extractor gives you three download formats:
TXT file. One email per line. Can be used for import but CSV is preferred.
CSV file. One column of email addresses. Works well for Freshworks CRM import.
CSV with sources. Two columns: email and source file. Map only the email column during import.
For Freshworks CRM, CSV is the recommended format.
How to Import
- Log in to Freshworks CRM (Freshsales).
- Go to Contacts (or Leads, depending on your setup).
- Click the Import button.
- Select CSV as the file type and upload the file.
- Map the email column to the Email field in Freshworks CRM.
- Choose how to handle duplicates (skip, update or create new).
- Optionally assign imported contacts to a specific owner, lifecycle stage or territory.
- Review and start the import.
- Freshworks CRM processes the file and shows a summary of contacts created, updated and skipped.
After Import
Assign lifecycle stages
Freshworks CRM uses lifecycle stages (subscriber, lead, prospect, customer) to track where contacts are in the sales process. Assign imported contacts to the appropriate stage.
Add to sales sequences
Create email sequences (automated follow-up series) for the imported contacts. Freshworks CRM supports sales sequences with email, phone and task steps.
Lead scoring
Freshworks CRM includes AI-powered lead scoring (Freddy AI). Imported contacts receive scores based on engagement and profile data over time.
Segment contacts
Use filters, views and tags to segment imported contacts by source, industry or other criteria.
Verify before outreach
Consider verifying the extracted list before importing or before sending outreach. See Best email verification services.
Things to Know
Contact data is not preserved
Email Extractor outputs email addresses only. Names, companies, phone numbers, job titles and other fields will not be populated in Freshworks CRM. Add this data manually or through enrichment.
Contacts vs leads
Freshworks CRM may use contacts, leads or both depending on your configuration. Check which record type you want to import into.
Freshsales Suite vs Freshsales
Freshsales Suite (now called Freshworks CRM) combines sales and marketing features. Standalone Freshsales focuses on sales. Import functionality is available in both.
Freshmarketer integration
For email marketing campaigns (newsletters, drip campaigns), Freshmarketer is the marketing automation component. Contacts imported into Freshworks CRM can be used in Freshmarketer campaigns if the suite is connected.
Contact limits
Freshworks CRM plans have contact limits. Check your plan's allowance before importing a large list.
Import limits
There may be limits on the number of records per import file. For large lists, split the file into smaller batches.
Email Extractor does not establish consent
Extracting email addresses does not create permission to send marketing emails. Ensure you have appropriate consent before outreach. See Consent types explained.
Compliance
Freshworks CRM enforces anti-spam policies. Imported lists must comply with CAN-SPAM, GDPR and other applicable regulations.
