1. Using the Import Data Wizard
Most data import tools allow users to import simple values into
text fields. For more complex data importing—importing into drop-down
lists and lookup fields, for example—you usually need to enlist IT
resources to write code to map the data. These tasks usually have to
go through a prioritization and scheduling process. By the time the
data is finally imported, either the need has been met manually or the
data is out of date.
The Microsoft Dynamics CRM Import Data Wizard solves most of
these challenges. Although the wizard requires the import file to be
mapped to the related Microsoft Dynamics CRM attributes, you can
accomplish this without enlisting a software development resource. The
process of mapping data might sound intimidating; fortunately, the
Import Data Wizard does most of the work for you!
Microsoft Dynamics CRM uses data maps as the basis for translating how a source
field converts into a related destination field. Consider the
following example: suppose you have a file of contacts you would like
to import into Microsoft Dynamics CRM. Within your source file, there
is a field called First, which contains the first
name of a contact. In Microsoft Dynamics CRM, the related field is
named First Name. In order to import the data in
the source file, you need to map the First field in the source file to
the First Name field in the destination (Microsoft Dynamics
CRM).
The Import Data Wizard is a simple and intuitive interface that
navigates you through the import process. In just a few steps, you can
import your records into Microsoft Dynamics CRM. Most entities are
available for data import. By default, the following record types are
available for import.
Tip
Custom entities are also available for data import. It is
unlikely that the user will know which entities are custom and which
are native, so be sure to check the list of record types available
in the Import Data Wizard. Contact your system administrator if you
would like a list of custom entities.
The Import Data Wizard requires you to input the following
information:
-
The name and path of the data file to be imported
-
Delimiter settings
-
Data mappings
-
The target record type
-
The duplicate detection setting
-
The name of the record owner
In this exercise, you will use the Import Data Wizard to import
data.
-
In the Workplace area, click Imports, and then click the Import Data
button on the Imports tab of the ribbon.
The Import Data Wizard appears.
-
Click Browse, and then locate
the ContactImport1.csv file.
-
Click Next to select the file
as the data source for your import.
Important
A delimiter is a character or series of characters that
indicates a boundary in certain files. In comma-separated files, each value is separated by
a comma, which is specified in the Field Delimiter field in the
Import Data Wizard. The following line shows a record that has a
Data Delimiter value of Quotation Mark (“)
and a Field Delimiter value of Comma ( ,
).
Depending on the input file, you might need to change the
delimiter options.
-
On the Review File Upload
Summary page, click Next
to select the data map for your import.
-
In the System Data
Maps list, select Default
(Automatic Mapping).
Tip
Microsoft Dynamics CRM comes with several data maps for common import scenarios. For more
complex data imports, you can import multiple files in a
single import by using a .zip file.
-
Click Next to proceed to the
next step of the Import Data Wizard.
-
On the Map Record Types page,
in the Microsoft Dynamics CRM Record
Types field, select Contact, and then click Next.
-
On the Map Fields page, in
the Source Fields column, select
Last in the Required Fields list.
This will map the Last column of the source file to the
required Last Name field in Microsoft Dynamics CRM.
-
Map the additional fields to match those in the following
table:
Important
When you map the Address1: Address Type field, a dialog
box appears so that you can map the picklist values. In this
example, the fields map directly, so you can click OK.
-
Click Next to move to the
next page. Then, on the Review Mapping
Summary page, click Next.
-
On the Review Settings and Import
Data page, select Yes in
the Allow Duplicates area.
Note
Troubleshooting The
duplicate detection option will be presented only
if duplicate detection is turned on for data imports.
-
In the Select Owner for Imported
Records area, leave the default selection. In the Data Map Name area, enter Contact Import Example.
-
Click Submit.
The data will now be imported, and the Contact Import
Example data map will be created for future use.
Tip
Data imports are processed in the background; therefore,
your data might not be available immediately. Allow a few
minutes for your data to be imported.
-
Click Finish to exit the
Import Data Wizard.
The Imports grid appears with a new record called
ContactImport1.csv {Contact}, indicating that the import has been
submitted to the system for processing. The status of the import
will update automatically as the import is processed behind the
scenes.
