How do I import Mortgage cases using Data Import?
This guide explains how to use Data Import, Smartr365’s new import wizard, to quickly and accurately import multiple mortgage cases into the platform.
You can import 3 types of mortgage data:
Lead cases only – basic data.
SmartrRetain cases only – includes remortgage reminder service.
Ongoing Mortgage Case – more detailed case information.
1. Accessing the Data Import Import Wizard
Go to Settings in Smartr365.
Select Data Import.
Click Create New Import.
Click Launch Import Wizard: this opens the Data Import modal.
2. Preparing Your Data
You can upload your data to Data Import in three ways:
Drag and drop a .csv, .tsv, or .txt file.
Click Choose a file to browse and upload.
Click Download template to start with a pre-formatted file.
Or manually enter your data directly in the Data Import modal.
Required Fields
To successfully import cases into Smartr365 using Data Import, the following fields must be populated:
Applicant 1 First Name
Applicant 1 Surname
Applicant 1 Email (must be a valid email format)
Applicant 1 Mobile Phone Number
Mortgage Product Type (Residential or Buy to Let)
Adviser
Product Status
For joint applications, Applicant 2 must have a different email and phone number.
Full List of Fields Available in Data Import
Data Import will use its AI to match columns to Smartr365 fields automatically.
Users can also manually select fields from this list if needed:
Applicant 1 First Name / Surname / Email / Phone / Date of Birth / Employment Status / Gender / Marital Status
Applicant 2 First Name / Surname / Email / Phone / Date of Birth / Employment Status / Gender / Marital Status
Adviser
Buyer Type (First Time Buyer, Purchase, Remortgage, Raise Funds)
Mortgage Product Type (Residential, Buy To Let)
Additional Product Type (e.g. Bridging Finance, Porting, Product Transfer, etc.)
Monthly Payment Amount
Purchase Price
Mortgage Amount
Additional Funds To Raise
Term Years / Term Months
Repayment Method (Repayment, Part and Part, Interest Only)
Interest Only Amount
Rate Type (Fixed, Tracked, Variable)
Rate
Initial Rate Expiry Date
Lender / Lender Reference
Submission Date / Offer Issue Date / Completion Date / Remortgage Date / Follow Up Date
Product Status (New Lead, Call Back, Meeting, Decision in Principle, Pre Offer Processing, Valuation Instructed, Valuation Received Approved, Post Offer Processing, Contracts Exchanged, Completed, Remortgage)
Street Address / Town / County / Postcode / Country
Property Value
Procuration Fee
Adviser Email
Tip: Data Import uses AI to auto-map your columns to Smartr fields, but it’s important to check every mapping carefully before moving on.
For example, in the screenshot below, Data Import has incorrectly matched “Client ID” to “Applicant 1 Phone Number.”
In this case, you should set the field to “Ignore.”
A green tick next to a field means Data Import has auto-matched it, but you should still verify that the match is correct.
If a field is mapped incorrectly, select the correct field or ignore it.
3. Mapping and Fixing Your Data
Data Import will guide you through these steps:
Step 2: Set header – Confirm column headers – as per the screenshot above
Step 3: Match columns – Ensure your data matches Smartr fields.
Step 4: Bulk fix – Automatically clean common issues like date formats and value mismatches.
4. Reviewing & Correcting Errors
In the Review and Edit screen:
Any missing or invalid fields are highlighted in red.
You can edit inline, use Find and Replace, or transform data before finishing.
When all rows are valid, click Finish to complete the import.
5. Completing the Import
Once your data is validated and any errors are resolved, click Finish to complete the import.
Data Import will then load the cases into Smartr365.
The Data Import history grid will display all mapped fields (just like the legacy import method).
A note with a timestamp is added to each imported case, indicating it was imported via Data Import.
If any rows fail, you can view them in the far-right column and re-upload those specific rows.
Important: The import isn’t complete until you click Finish. Closing the modal beforehand will discard any changes.
6. Client Matching
When multiple cases use the same client email, Data Import will:
Link all cases to the same client record.
Use existing clients where a match already exists.
Create a new client record only if no match is found.
This prevents duplicate clients and keeps case management clean.
Important Tips
Start with a small batch if it’s your first time importing.
Avoid using symbols like £ or % in numeric fields.
Applicant 1 and Applicant 2 must have unique contact details.
Follow the format of the example row in the Data Import template.
Only the required fields are needed to upload, but including more mapped fields improves reporting and workflow accuracy.
All date fields must be in DD/MM/YYYY format.
Email addresses must be valid and unique per applicant.
Buyer and product types must match the available options exactly.
You’ve now successfully imported mortgage cases using Data Import.
This new process is faster, provides real-time error checking, and avoids duplicate client records.
Appendix Data Import Field Reference Table
Field Label | Field Type | Required | Example | Notes / Options |
Applicant 1 First Name | String | Yes | John |
|
Applicant 1 Surname | String | Yes | Smith |
|
Applicant 1 Email | Yes | Used as unique identifier | ||
Applicant 1 Phone Number | String | Yes | 07700111222 | Mobile preferred |
Applicant 1 Date of Birth | Date (dd/MM/yyyy) | No | 01/01/1980 |
|
Applicant 1 Employment Status | Select | No | Employed | Employed / Self Employed / Unemployed / Retired / Student / Other |
Applicant 1 Gender | Select | No | Male | Male / Female / Other / Prefer not to say |
Applicant 1 Marital Status | Select | No | Married | Single / Married / Divorced / Widowed / Separated / Civil Partnership |
Applicant 2 First Name | String | No | Sarah | Must not duplicate Applicant 1 details |
Applicant 2 Surname | String | No | Smith |
|
Applicant 2 Email | No |
| ||
Applicant 2 Phone Number | String | No | 07700999888 |
|
Applicant 2 Date of Birth | Date | No | 05/05/1982 |
|
Applicant 2 Employment Status | Select | No | Employed | Same options as Applicant 1 |
Applicant 2 Gender | Select | No | Female |
|
Applicant 2 Marital Status | Select | No | Married |
|
Adviser | String | Yes |
| |
Buyer Type | Select | No | Remortgage | First Time Buyer / Purchase / Remortgage / Raise Funds |
Mortgage Product Type | Select | Yes | Residential | Residential / Buy To Let |
Additional Product Type | Select | No | Product Transfer | Bridging Finance, Porting, etc. |
Monthly Payment Amount | Number (GBP) | No | 850 |
|
Purchase Price | Number (GBP) | No | 300000 |
|
Mortgage Amount | Number (GBP) | No | 250000 |
|
Additional Funds To Raise | Number (GBP) | No | 20000 |
|
Term Years | Number | No | 25 |
|
Term Months | Number | No | 0 |
|
Repayment Method | Select | No | Repayment | Repayment / Part and Part / Interest Only |
Interest Only Amount | Number (Decimal) | No | 100000 | Required if repayment method is Part & Part or Interest Only |
Rate Type | Select | No | Fixed | Fixed / Tracked / Variable |
Rate | Number (Decimal) | No | 2.49 | No % symbol |
Initial Rate Expiry Date | Date (dd/MM/yyyy) | No | 01/01/2029 |
|
Lender | String | No | Halifax |
|
Lender Reference | String | No | ABC123456 |
|
Submission Date | Date | No | 01/09/2024 |
|
Offer Issue Date | Date | No | 15/09/2024 |
|
Completion Date | Date | No | 01/10/2024 |
|
Remortgage Date | Date | No | 01/10/2029 |
|
Follow Up Date | Date | No | 01/08/2029 |
|
Product Status | Select | Yes | Completed | New Lead / Call Back / Meeting / Decision in Principle / Pre Offer Processing / Valuation Instructed / Valuation Received Approved / Post Offer Processing / Contracts Exchanged / Completed / Remortgage |
Street Address | String | No | 1 Example Street |
|
Town | String | No | London |
|
County | String | No | Greater London |
|
Postcode | String | No | N1 2AB |
|
Country | String | No | United Kingdom |
|
Property Value | Number (GBP) | No | 350000 |
|
Procuration Fee | Number (GBP) | No | 1500 |
|
Adviser Email | No |
|