Microsoft Dynamics® CRM Training
Using the Import Data Wizard
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Using the Import Data Wizard
Hi, and welcome to the Success Portal by xRM.com.
The Import Data Wizard in CRM Online simplifies the process of complex data importing. With this wizard, Users can map fields from an import file to the related CRM Online fields without the assistance of software developers.
In this tutorial, we will use the Import Data Wizard to import a list of sample Contacts documented on an Excel spreadsheet.
We begin by navigating to Workplace > Imports. In the Imports tab of the ribbon, click Import Data. This opens the Import Data Wizard.
The first page of the wizard is Upload Data File. Click Browse in order to locate your file. File types supported by the Import Data Wizard are comma-separated values (.csv) files, text (.txt) files, XML spreadsheets (.xml), and zip (.zip) files. For this tutorial, we are importing a Microsoft Excel CSV file called “Contact Data Import”. Click Next to select the file as the data source for this import and to move on to the next page of the wizard.
On the Review File Upload Summary page, we see a summary of the uploaded file. Click Next to move on to the next page.
In the Select Data Map page, we choose whether we want the Import Data Wizard to automatically map the source files, or if we want to specify a data map to do the mappings.
We will select an option under System Data Maps. The Default (Automatic Mapping) option will let the Import Data Wizard automatically map the fields and columns. In order for automatic mapping to work, the field names, as well as the column headings, of the source files must exactly match the display names of CRM Online record types and fields. If CRM Online cannot map any fields or columns, the Import Data Wizard will show us the mapping pages so we can manually map them.
Let’s select Default (Automatic Mapping), and then click Next to proceed to the next step of the wizard.
In the Map Record Types page, we’ll designate the record type we are importing. In the dropdown menu under Microsoft Dynamics CRM Record Types, we’ll select Contact. Click Next to progress to the next page of the wizard.
In the Map Fields page, we’ll map each source field to a target CRM Online field. This page appears when the wizard is unable to map at least one column in the source file to the fields in CRM Online. Notice that the left column is labeled Source Fields. These are the fields listed in the spreadsheet containing the data that we are importing.
The column on the right is labeled CRM Fields. Notice that there are multiple fields marked with an alert symbol, a yellow exclamation point icon, indicating that they are unmapped fields. At this point we could click Next, in which case CRM Online would only import the fields that it was able to map.
We can also map fields manually. By clicking the arrow on the right side of the field we can choose from a number of fields in CRM Online. If we do not see a field in this dropdown menu that meets our needs, we can create one by selecting Create New Fields. For the purposes of this tutorial, we do not need to create a field. Let’s go through and map each Source Field with a CRM Field. (City – Address 1: City, State – Address 1: State/Province, Street – Address 1: Street 1, Work Phone – Business Phone, Zip – Address 1: ZIP/Postal Code) Once all of the Source Fields are mapped to CRM Fields, a green checkmark icon appears with the text next to it, “All the record types have been successfully mapped”. Also, where it says “Contact” under the column CRM Record Types, a green checkmark icon appears. Click Next to move on to the next page of the wizard.
On the Review Mapping Settings page, verify that the source file has been successfully mapped to the target record type. This is indicated by the green checkmark next to our source file. Click Next to move on to the next page.
On the Review Settings and Import Data page, we can customize our settings before submitting the data for import. Let’s leave the Allow Duplicates option as No. The duplicate detection option will be presented only if duplicate detection is turned on for data imports in your CRM Online.
To specify a User as an owner of the imported record(s), click the Lookup button and select a User. I’ll leave xRM Boss as the owner.
In the Data Map Name (optional) field, we can save the map settings used during this import as a new data map to be used later for similar imports by typing in a name. We’ll leave it blank for this tutorial.
Now, click Submit. The data will now be imported. Data imports are processed in the background, meaning your data might not be available right away. Allow a few minutes for the data to be imported.
Click Finish to exit the Import Data Wizard.
Once we allow CRM Online to process the imported data, we can verify that our data was imported successfully. Let’s navigate to Workplace > Contacts > Sample Contacts. Here we can see our imported Contacts, along with the rest of the sample Contacts already in the CRM Online.
As you can see, the Import Data Wizard allows Users to import complex data without the assistance of software developers.
Thanks for watching.