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.
-
In the Sales area, click
Opportunities.
-
Select the Open
Opportunities view.
-
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.
-
Select Static worksheet with records
from this page as the type of worksheet to export.
-
At the bottom of the dialog box, select the Make this data available for re-importing by
including required column headings check box.
-
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.
-
Open the For Re-import -
OpenOpportunities.xml file in Excel.
-
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.
-
Click Save, and close the
OpenOpportunities.xml file.
-
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.
-
On the first page, click Browse and locate the OpenOpportunities.xml file. Click Next.
-
On the next page, in the Microsoft
Dynamics CRM Record Type
list, select Opportunity, and then
click Next.
-
Click Next on the Map Fields page and again on the Review Mapping Summary page.
-
Leave the default options on the next page, and click
Submit.
-
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.
