Microsoft Dynamics® CRM Training
Import Data Wizard
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In the previous lesson, “Templates for Data Import”, we covered how to download a customized template from Microsoft Dynamics CRM 2013 and CRM Online Fall ‘13. In this lesson, we will use this Lead template to import records using the Import Data Wizard.
In order to access the Import Data Wizard, navigate to any entity and click Import Data in the command bar.
In the Import Data Wizard, we’ll choose the file that contains the data that we want to import. The supported formats are csv, xml, txt, and zip. We’ll then click Next.
In the Review File Upload Summary page, we are shown information about the file we uploaded, including File Name and Size, and have the option to input Delimeter Settings if the file is csv. Note that if this file was made using Microsoft Excel, these settings do not have to be changed. However, if a different program was used to make the csv file and it has special delimeters, these options may need to be adjusted. Since we used Excel for our data, we’ll continue with the Import Data Wizard by clicking Next.
In the Select Data Map page, we are given the option to select a data map for our data. If data was exported using Microsoft Outlook Business Contact Manager or Salesforce, CRM has out of the box data maps that we can choose from. Since our template is derived from CRM, we’ll choose the Default (Automatic Mapping) option and click Next.
In the Map Record Types page, we are prompted to select the entity that we’re importing data for. Note that you can create custom entities from the Data Import Wizard by selecting Create New. For our example, we’ll select Lead, and when the green checkmark appears, click Next.
In the Map Fields page, we are shown how each field in the document is automatically mapped to CRM. However, notice that our custom field, First Contacted, is not mapped over. From this dropdown we are given the option to select a field that’s already in the system, ignore this field, or create a custom field. In our example, we’ll select Create New Field.
An in-line menu appears where we can customize this field. Notice that CRM automatically named the field based on the data entered in the csv file. All we have to do is specify that this field is a Date and Time field in the Type dropdown. If the custom field menu looks correct, click OK.
Again, now that we see the green checkmark verifying that all fields are correctly mapped, click Next.
Next, we’re given the Review Mapping Summary page where we can verify that the data will be created and mapped as planned, and then click Next.
The Review Settings and Import Data page appears. This is where we specify whether we want to allow duplicate records, set the owner of these records, and optionally save the data map. Since all of the column headers in our csv file match the field names in CRM, we don’t need to save the data map, as the automatic mapping will work just fine. However, if we had to map a custom header to a field in CRM, we may want to save the map to avoid the mapping process again. When we click Submit, CRM begins the process of creating custom fields and starting the import process.
Finally, the Data Submitted for Import page appears where we click Finish to close the wizard.
In order to track the status of the Data Import, navigate to the Import entity in the Settings module. The possible stages of the status are parsing, transforming, importing, and completed.
Let’s open up the completed data import that we just performed. From here we can see any failures, partial imports, and fully imported records. The useful thing about this subgrid is that if the data that was imported didn’t turn out how we wanted it to, we can come back to this record and delete the records performed by this import. We would then go back and do the import again after making the necessary adjustments to correct the data.
To view a record created by this import, simply click one of the records in this subgrid.
If we ever need to put a mass amount of data into CRM, whether the fields map over perfectly or we need to create new ones, the Import Data Wizard lets us easily map data and perform the import.
For more tips, tricks, and tutorials, please refer to the Success Portal and blog.xrm.com.