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Microsoft Dynamic CRM 2011 : Bulk Data Importing (part 4) - Updating Data by Using Data Enrichment

5/27/2013 7:41:00 PM
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4. Updating Data by Using Data Enrichment

As you can see, Microsoft Dynamics CRM allows users to easily create records in bulk by using a simple, intuitive wizard. In addition to creating data by using this wizard, you might want to update data in bulk through a similar interface. Sometimes you might need to update multiple records but make different updates to different records. Consider the following scenarios:

  • Your staff has a weekly sales meeting in which salespeople share opportunity status and progress. After this meeting, a designated individual updates Opportunity data to reflect the updates covered at the meeting.

  • You add a new field to Microsoft Dynamics CRM to capture an additional pertinent piece of information. You want to update the field for existing records.

Microsoft Dynamics CRM includes a Data Enrichment feature that allows you to export data to Excel, make updates, and then re-import the data. This allows you to make updates in bulk to existing records without having to go record by record.

In this exercise, you will export the list of active opportunities, update the data in Excel, and re-import the data by using the Import Data Wizard.

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. In the Sales area, click Opportunities.

  2. Select the Open Opportunities view.

    image with no caption
  3. On the Opportunities tab of the ribbon, in the Data group, click the Export to Excel button.

    The Export Data To Excel dialog box appears.

  4. Select Static worksheet with records from this page as the type of worksheet to export.

  5. At the bottom of the dialog box, select the Make this data available for re-importing by including required column headings check box.

    image with no caption
  6. Click Export. On the File Download page, click Save, and save the file as For Re-import - Open Opportunities.xml to a familiar location on your computer.

  7. Open the For Re-import - OpenOpportunities.xml file in Excel.

    image with no caption
  8. Update the Topic field and the Est. Close Date field for one record, and the Probability and Rating fields for a different record.

    Notice that the Rating field, which is a picklist in Microsoft Dynamics CRM, offers you a picklist to choose from in Excel.

    image with no caption
  9. Click Save, and close the OpenOpportunities.xml file.

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

    The Import Data Wizard appears.

  11. On the first page, click Browse and locate the OpenOpportunities.xml file. Click Next.

  12. On the next page, in the Microsoft Dynamics CRM Record Type list, select Opportunity, and then click Next.

  13. Click Next on the Map Fields page and again on the Review Mapping Summary page.

  14. Leave the default options on the next page, and click Submit.

  15. 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. Click Submit.

    The Import Data Wizard updates your records accordingly.

Important

Data enrichment is a very powerful capability that is also dangerous. You can create data issues if you are not very careful when you are updating the data in Excel. You should carefully review your data prior to re-importing.

 
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- Microsoft Dynamic CRM 2011 : Bulk Data Importing (part 3) - Reviewing the Import Status
- Microsoft Dynamic CRM 2011 : Bulk Data Importing (part 2) - Importing Data with Automatic Data Mapping
- Microsoft Dynamic CRM 2011 : Bulk Data Importing (part 1) - Using the Import Data Wizard
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