Manage Data Import

Users that have the Import and Export Data permission can import data

Considerations

• To import data into the Products tab, see Import Products for more detail.
• A specific syntax is required to import data into a Multi Object Lookup field.
  Learn more: Multi Object Lookup Considerations

Preparation for Data Import

If you already use an electronic planning tool (like Outlook or Outlook for Business Contact Managers, ACT!, GoldMine, Franklin-Covey, etc.), you're halfway there. Each of these applications offer a means to export your data to a compatible file format. Generally, you can find instructions in the tool's help area when you look up the term Export.

If your business information exists in a spreadsheet or a database (like Microsoft Excel, FileMaker Pro or Microsoft Access), you will find these applications offer a similar process to export your data. Lookup the term Export in the application help section.

Data Organization

In this section, we review best practices for creating data files for import in CSV format, so that existing relationships are maintained.

Consider that most Sales Force Automation (SFA) systems are typically organized around four key areas:

• Accounts
• Contacts
• Opportunities
• Prospects

When you launch the platform and open the SFA application, those areas appear as tabs.

Data Relationships

When importing your information, consider how the data is connected. For each company (Account) you work with, you likely work with several people (Contacts) in the organization. These Contacts may work in different offices (each with a different address / telephone / cell), but still be part of the same Account.

When that information is contained in different spreadsheets, for example, the Account name maybe spelled "ABC Co" for one contact, "ABC Co." in another, and "ABC Company" in a third.

People reading those spreadsheets know that it's the same company, but a computer processing the data doesn't. So, to correctly establish those relationships when you import the data, make sure that values are spelled the same way, when they establish relationships.

The result, after importing the data, will be a single Account record, with all information pertaining to that account, and multiple Contact records that all point to the same Account.

Data Ownership

In an organization, Accounts (and Template:Leadprospects) might be managed by a sales representative. In this scenario, the sales rep would "own" the Accounts/Template:Leadprospect records. Record owners have special privileges regarding the data they own: the ability to manage their data based on Role.

Learn more: Record Owner

In any case, it is important to consider how record ownership should be assigned.

There are several options available to assign record ownership during import:

• Include the Record Owner as a data column in the CSV import file
• Automatically assign record ownership, based on an Assignment Policy
• Merge new records with existing records in the platform

= Create the CSV File

Now that the data has been prepared for export, use the vendor instructions to export the data as a CSV file. (The acronym CSV stands for comma-separated values, a common file format for data exchange.)

Your system may provide a single output file, or multiple files. Give your files meaningful names. Although many spreadsheet applications have the ability to hold multiple worksheets in a single file, a better practice is to keep each export file separate: accounts.csv, prospects.csv, pricebook.csv

Learn more:

• CSV files
• Electronic planner vendor websites, like: Microsoft Outlook, Act! or GoldMine

Verify the Data File

Use a spreadsheet application to open the data file and make any changes before you import the CSV file into the platform.

CSV File format

Before proceeding, verify that the data meets these guidelines:

• Include a Heading row that has a unique name, and is not blank
• Check that the text in the heading row does not include special characters: " / ? > < # $ ! $ ) (

• Allowed characters include these alphanumeric characters: 0-9, a-z, A-Z, as well as the hyphen "-" character and the underscore "_" character

Data Format

For a clean import, with no duplicate records and correct data mapping, check the formatting of your data file.

• Computers are very literal, so when you type a name differently, the system can think that you mean different people, or companies, for example:

James Smith is not the same as: Jim Smith or James J. Smith Jr.

The Morgan Co. is not the same as: Morgan Company

• Make sure your data is clean and scrubbed, see these resources for more information:

• Dirty Data
• Data Cleansing

• This is a good time to verify your data so that you are not putting bad information into a clean system:

• Look for consistency in spaces between words
• Check for leading or trailing spaces
• Check that periods are placed consistently in abbreviations (Co. Corp., Inc., St., Ste., Fl., Mt., Ave.)
• Some of the import pages are set up to map a full contact name, and others may expect separate first and last names; Include this information in your import files when required
• Verify that the account name is spelled the same way in every record, or use the Account ID as the mapping field

Data Import Wizard

With the data file(s) ready, begin the actual file import process. In this example, records are imported to the Accounts object.

To launch the Data Import Wizard:

1. Click the Settings > Data Management > Import Data
2. Enter the name of the CSV file to be imported

   Best Practice - Import your data in this order:

   a. Accounts

   b. Contacts

   c. Template:Leadprospects

   d. Opportunities

   e. Other Object(s)

   File:Importdata-accounts.gif

3. Upload CSV File

   Select File containing CSV data

   In this example, contacts.csv is selected

   Select from Previously defined Mappings Profiles

   Optionally, select the Mapping Profile, which remembers how to align your data fields with the record structure already in the platform

   Profile ID section

   This section lists Previously defined Mapping Profiles, which are defined in a later step

   File:Importdata1.gif

4. Click [Next] to continue

   Map Columns

   For each field in your object, choose the matching column from the CSV file

   Learn more: Guidelines: Map Columns and Set Attributes

   File:Importdata2.gif

5. Click the [Next]
6. Confirm that the mapping is correct, and click [Next]

   File:Import-contacts-confirmimport.gif

   Set Attributes

   Set the import attributes

   Learn more: Guidelines: Map Columns and Set Attributes

   File:Importdata3.gif

   Save Mapping Profile

   Optionally, save this profile for future use; Enter a mapping profile name and description

7. Click the [Start] button to Start the Data Import
   Optionally, click [Save] to save the profile and import the data at a later time

View the Import Queue

To view the results of data import:

1. Click Settings > Data Management > Import Queue
2. In the Data File page, view information regarding the settings or status of your import as well as any issues that may have occurred

Learn more: Import Queue

Guidelines: Map Columns and Set Attributes

Map Columns

Determines how the imported data is matched with the data that exists in the platform; This mapping operation connects people to companies, opportunities to products and pricebooks, and much more

Set Attributes

These options dictate whether an imported record is blended with an existing record in the platform, or is used to create a new record, entirely

Map Columns

When importing your information, consider how the data is connected. For each company (Account) you work with, you likely work with several people (Contacts) in the organization. These Contacts may work in different offices (each with a different address / telephone / cell), but still be part of the same Account. These relationships are reestablished when you import the data.

When you prepare your data, confirm that the Required fields are available.

Best Practice

Also include the Recommended Fields in your data file to streamline the import process and reduce the potential to create duplicate or incorrect records.

When Importing Data to this Tab:	Include these Required Fields	Recommended Fields (optional)
Accounts Learn more: Accounts	Account Name	Account ID Address Phone Number
Contacts Learn more: Contacts	Last Name Related Account or Prospect Name	First Name Address Phone number Email address
Opportunities Learn more: Opportunities	Opportunity Name Related Account or Prospect Name Close Date Stage Amount	Primary Contact Name Source
Prospects Learn more: Prospects	Owner Company Name	Primary Contact Name Phone Number
User-created Custom Objects Learn more: Custom Objects	If an Index is available for the object, then include the Index fields when mapping columns The Index fields define the Unique Key that is used as the Primary Key when importing data	If an Index field is not used, map all fields of interest
Detail records in a Master-Detail relationship Learn more: Detail records in a Master-Detail relationship	Lookup field (associated with the Master-Detail relationship)

Set Attributes

Considerations for Data Merge options when setting Import Attributes:

• While you can opt not to merge, you will find that you will reduce the number of duplicate records created during an import
• When merging new information into an existing database, the system must find a way to match the your data with the existing information
• When you use the Account ID (a unique field), there is no question about which record matches, so the merge process will go smoothly
• When you use a text field (like Account Name) in a merge, you can accidentally create duplicate records if the account names vary slightly in different records. See Consider Data Format for more information.

Accounts and Contacts are merged differently than Opportunities or Prospects. The options for each are outlined here.

Accounts

• In the Import Attributes section, complete the following information:

Merge the new information with an existing Account record

Choose from:

• Do not merge
• Merge using Account Number
• Match using Account Name Only
• Match using Account name and Street Address

Owner of Imported Records

Optionally, select the name of the Record Owner; If this field is blank, and the Record Owner field is not mapped, the record(s) are assigned to the user performing the data import; If this field is specified, it is applied to imported records if the record owner is not included as a data column in the import file

• Optionally, save the Mapping Profile for future use

File:Import-accounts.gif

Contacts

• In the Import Attributes section, complete the following information:

Add Accounts for unmatched Account Names

Click this checkbox icon to create a new record if no match is found in the platform

Owner of Imported Records

Optionally, select the name of the Record Owner; If this field is blank, and the Record Owner field is not mapped, the record(s) are assigned to the user performing the data import; If this field is specified, it is applied to imported records if the record owner is not included as a data column in the import file

File:Importdata3.gif

• Optionally, save the Mapping Profile for future use

Prospects

When importing Prospects, the Set Attributes screen requests a Merge Method, and optionally, to save the Mapping Profile. If no match is found, you can choose to merge records based on Assignment Policies.

When Prospect attributes are specified, the following information is requested:

• In the Specify Prospects Creation Policies section, complete the following information:

Prospect List Name

Name of the prospect list

Merge using the Lead Providers Unique Key

Click the checkbox icon to use the Lead Provider unique key to assign the Lead Provider (Lead Source)

Choose Merge options

This option controls how imported records are matched to existing prospect records

• Do not match
• Match using Prospect Name and Street Address
• Match using Prospect Name

If no match is found, use Assignment Policy

This option directs the use of an Assignment Policy if no match is found in the existing prospect records

• Do not use Policies
• Use Assignment Policy if no match is found
• Always use Assignment Policy (overwrites ownership of existing prospect records)

• Optionally, save the Mapping Profile for future use

File:Import-prospects-setattrib.gif

Opportunities

Choose to associate the Opportunity with the import data Account Number, Account Name or Prospect name.

When importing Opportunities, it is important that the [Related To] field matches the Associated object you selected above. Choose the name of the person on your team who will own these opportunities.

File:Import-opp-setattrib.gif

Custom Objects

If an Index exists for the Custom Object, map the fields used by the Index, as well as any other desired fields. The Index defines fields that make up a Unique Key for each record. This key is used as the Primary Key when importing data.

In this example, a Movies object, the index fields are Movie Name + Genre, so the Movie Name and Genre fields must be mapped for a successful import.

File:Import-object.gif

Include Index fields in when mapping Custom Objects

Note

Because the Record Id, Record Owner and Owner Id fields are not mapped, the DO NOT DUPLICATE option appears in the next screen. Select the checkbox icon to enable merging of fields using the Index / Primary Key:

File:Donotdupe.gif

Detail records in a Master-Detail relationship

To import Detail records in a Master-Detail relationship:

• Select the Detail Object as the Upload File
• The CSV file must contain the Lookup field associated with the Master-Detail relationship
• Map columns using the Lookup field associated with the Master-Detail relationshi

About Importing Products

Import Products

Save a Mapping Profile

A mapping profile is used in Data Import. It tracks how to match CSV data fields with the record structure defined in the platform. It also specifies whether incoming data is appended or merged, and determines how a merge occurs.

Multiple Mapping Profiles can be created for the same object, one for each CSV file that uses a different arrangement.

Creating a Mapping Profile

1. Click > Administration > Data Management > Import Data
2. Select the object to import into
3. Select the file containing CSV Data (Required. See note below)
4. Click [Next]
5. Map Columns and Lookup Relationships
6. Click [Next]
7. Specify Import Attributes to control merging and ownership of imported records
8. Save the Mapping Profile.

FAQs

Can I Undo an Import?

• You can walk through the steps to understand the import process, and if you quit the wizard before you click the [Start Import] button, your data will remain unaltered. You can also quit the data import wizard by clicking any other tab in the application.
• If have already completed an import, and you decide you want to Undo the work, see Mass Delete Data

What happens when I import data into an object that uses Custom Access Criteria?

• At this time, Custom Access Criteria rules are not validated on import. This means that any data can be imported, regardless of the Custom Access Criteria rules.