How to Use the External ID in the CRM Bulk Upload Template

The CRM bulk upload template enables you to create new CRM records and update existing records in bulk.

How the external ID works

The external ID in the Investor tab is a unique identifier for an investor record. When you import a template into GP Portal:

• If the external ID does not exist, a new record is created.
• If the external ID already exists, the existing record is updated.

Examples

New records: Same External ID

Result: One new record created with both investments linked:

• John Q. Smith (new)
  • FUND 1
  • FUND 2

New Records: Different External IDs

Result: Two separate records created, each with one investment:

• John Q. Smith (new)
  • FUND 1
• John Q. Smith (new)
  • FUND 2

Existing Records: Same External ID

Result: Existing record updated with both new investments:

• John Q. Smith (existing)
  • FUND 1
  • FUND 2
  • Prior investments

Existing Records: Different External IDs

Result: Both existing records updated separately:

• John Q. Smith (existing)
  • FUND 1
  • Prior investments
• John Q. Smith (existing)
  • FUND 2
  • Prior investments

Contact (external user) experience

While external IDs identify investors, email addresses identify contacts. Contacts can be linked to multiple investors and access documents across their associated funds. Manage contact permissions using the communications grid.

Updating Contacts

Using a single external ID (one record) is typically easier to maintain, but separate records may be needed depending on your workflow requirements.