2. Importing Data with Automatic Data Mapping
As the previous exercise demonstrated, stepping through the
Import Data Wizard is a straightforward process. The most
time-consuming part of the process is mapping the fields, which is a
simple task that nevertheless takes patience and an understanding of
basic data concepts. To streamline the data import process, Microsoft
Dynamics CRM allows you to create files that map automatically. This
takes some setup with the Advanced Find tool, but you will find that
it saves you valuable time in the long run.
Tip
The key to automatic mapping is the column headers in your
import file. If the column headers in your import file match the
field display names in Microsoft Dynamics CRM, your file will
automatically map. You can use Advanced Find or an existing view to
create a template for your import file in which the column headers
mirror the field values in Microsoft Dynamics CRM, and then perform
a copy-and-paste operation to paste the rows of data you would like
to import into the template file.
In this exercise, you will create an Advanced Find query that
you will export to create an import file that uses automatic
mapping.
Note
SET UP Use your own Microsoft
Dynamics CRM installation in place of the site shown in this
exercise. Use the Internet Explorer web browser to navigate to your
Microsoft Dynamics CRM website, if necessary, before beginning this
exercise.
-
On the ribbon, click the Advanced Find button.
The Advanced Find window appears.
-
In the Look For field, select
Accounts.
-
In the Use Saved View field,
select My Active Accounts.
Important
If you cannot find the view referred to in this step,
select one of the available views and continue with the
steps.
-
On the ribbon, in the Show group, click the Results button.
The Results window is displayed with the matching account
records.
-
In the Results window, click the Export Accounts button.
The Export Data To Excel dialog box appears.
-
Select Static worksheet with records
from this page, and click Export.
The File Download dialog box appears.
-
Click Save, save the file as
MyAccounts.xls to a familiar location on your
computer, and then close the Advanced
Find window.
-
Open the MyAccounts.xls file
in Microsoft Excel, save it as a CSV (comma-separated value) file
named MyAccounts.csv, and then close
Excel.
Important
Import files must be in a comma-separated value (CSV)
format. To convert an Excel file to a CSV file, open the file in
Excel and use the Save As feature. In the Save As Type list,
select CSV (Comma Delimited).
-
Back in Microsoft Dynamics CRM, on the File menu, click Tools, and then click Import Data
to launch the Import Data
Wizard.
-
Click Browse and locate the
MyAccounts.csv file, then click
Next.
Tip
Make sure you select the file with the .csv extension, not
the one with the .xls extension.
-
On the Review File Upload
Summary page, click Next.
-
On the Select Data
Map page, in the System Data
Maps list, select Default
(Automatic Mapping), and then click Next.
-
On the next page, in the Microsoft
Dynamics CRM Record Types list, select Account, and then click Next.
Microsoft Dynamics CRM automatically populates most of the
fields. The E-Mail (Primary Contact) field is not mapped because
it is from the contact entity, not the account entity.
-
Leave the E-mail (Primary
Contact) field as Not
Mapped, and click Next.
Click OK in the warning box
regarding the unmapped field.
-
Click Next on the Review Mapping Summary page.
-
On the Review Settings and Import
Data page, select Yes in
the Allow Duplicates area and leave the default
selection in the Select Owner for Imported
Records area. Leave the Data Map
Name blank, and click Submit.
Tip
Although you might not want to export a file from your
Microsoft Dynamics CRM application and import it back into the
system, you can easily use the output of the file as a template and
paste import data into the file. Your file will automatically map as
long as the column headings are not manipulated.
