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Microsoft Dynamic CRM 2011 : Bulk Data Importing (part 2) - Importing Data with Automatic Data Mapping

5/27/2013 7:39:00 PM
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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.

  1.  On the ribbon, click the Advanced Find button.

    The Advanced Find window appears.

  2. In the Look For field, select Accounts.

  3. In the Use Saved View field, select My Active Accounts.

    image with no caption

    Important

    If you cannot find the view referred to in this step, select one of the available views and continue with the steps.

  4.  On the ribbon, in the Show group, click the Results button.

    The Results window is displayed with the matching account records.

  5.  In the Results window, click the Export Accounts button.

    The Export Data To Excel dialog box appears.

  6. Select Static worksheet with records from this page, and click Export.

    The File Download dialog box appears.

  7. Click Save, save the file as MyAccounts.xls to a familiar location on your computer, and then close the Advanced Find window.

  8. 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).

  9. Back in Microsoft Dynamics CRM, on the File menu, click Tools, and then click Import Data to launch the Import Data Wizard.

    image with no caption
  10. 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.

  11. On the Review File Upload Summary page, click Next.

  12. On the Select Data Map page, in the System Data Maps list, select Default (Automatic Mapping), and then click Next.

  13. 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.

  14. Leave the E-mail (Primary Contact) field as Not Mapped, and click Next. Click OK in the warning box regarding the unmapped field.

  15. Click Next on the Review Mapping Summary page.

  16. 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.

 
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