How to import data into MS CRM Online

in this video we're going to be looking at how you can import data into the CRM online system there are a couple things you just need to be aware of I would definitely recommend that you check some of the TechNet articles that are available out there but you can import data into the entities of CRM which entities are considered tables within the database and you can break import in various different ways so um the video today is going to be done by Gus Gonzalez he is a CRM MVP and he'll be talking a little bit about how you can take a data that's in an Excel spreadsheet uploaded into the CRM system how you can map out your fields along with you targeting your specific entities or tables and then also data map data Maps so take a look at this and I hope you find this beneficial in Microsoft Dynamics CRM we're going to navigate to settings data management and inside of data management we will click on imports to begin the process now here you can see the two imports with it earlier when we were looking at important data with Microsoft Excel now before I start my import I need to make sure that my data is on the right format if I go to the data that I will be importing you notice that I already saved three of my files into a CSV file the first one is the users and I've already created the users in office 365 before so I don't need to import that but the territory companies and contacts has been saved now I left one out which is opportunities to show you how it's done so I'm going to open opportunities in an excel format and I'll navigate to file save as and select the folder that I need all I have to do is change the save type to choose CSV and click on save so that is the process that I did with all of the other records that you saw in the system the ones that I will be importing will be the CSV files that you see here because I already follow the best practice we learn on the previous module for data cleansing I already have a number so I can follow my numbing clay Chur and import them in that in that particular order so I'm going to go back to CRM and I'm going to click on import data the first record I will be importing is a pretty simple one these are territories so I'll click on browse select the CSV file not the XLS file click on open I will click on next CRM will check to make sure that the file is correct that is on the right format so this is the first place where you're going to see if you have any issues like if you have any for example any columns you don't have headers and things like that then I'm going to click on next and the wizard has detected a single column so it's just letting me know that this particular file is really small and am I sure that I want to import this so I'm going to say yes I am sure and click OK now there are several types of data maps that we can work with when we're important data the default map is allowing CRM to read the information on the columns and try to map them to entities in CRM so for example depending on the name of the file it will try to map it against an entity and depending on the name of the columns it will try to map it against an actual field within that entity we also have for example data maps that will work for generic a contact and account data so if you have a composite single file containing the information for contacts and accounts it tries to import both at the same time you can have a sample data map which is the the data map used to import the sample data CRM online comes with out of the box you can use the data map or business contact management 2010 so for example if your company was using this solution and it was a really small company now it's moving up to Microsoft Dynamics CRM you can change or you can upgrade the data from the outlook business contact manager to Microsoft Dynamics CRM and obviously if you're coming from salesforce.com you can use the out-of-the-box data maps to import the data the from ad from an actual report export from a full data export or from a report x4 not a partial on like contacts and accounts so in this case I will select the default and click on next you can see that because I have added a number the system cannot understand that I'm trying to import territories so I will select the entity from here so scroll down and select territory click Next and now we just need to map the territory to the territory name field so we make sure that the name of the territory in our file maps to the territory name field in CRM and we will click Next we take a look at the summary which basically means that we are importing our zero to territory that's CSV file into the territory entity and click Next and here we can select if we want to allow duplicates to be imported or not even though we remove duplicates with Microsoft Excel earlier it is important to leave allow duplicates to no that way just in case you miss something there might be a duplicate detection ruling the system will detect other duplicates so it's always good to leave it on the next thing is to select who is going to own the records to be imported in this case is going to be my user in an optional step will be to save a data map we will actually do this step on the next import which will be companies and contacts I'm going to click Submit and click on finish now you can see that a new job has been added to the system and all we need to do is refresh a couple times to make sure the records are created you can see the status is submitted it is parsing the data transforming it and see that we have three successful record creations in the system so now the territories are imported I can move on by importing the companies and the contacts in the system the problem with importing companies and contacts is that there is a two-way dependency so for example when I take a look at companies you can see that there is a primary contact name in here so because we don't have any contacts in the system yet if I try to import companies right now the process will simply fail also if I import contacts before companies you can see the contacts depend on the companies for the company name so once again if I try to import the contacts without a company name the import would fail so the trick here is to sip both files and import them at the same time let me show you how this works so I'm going to take the contact record and I'm going to take the company record I'll right click click on send to compressed now I can rename this file if I want to I can call it something like customers for example customers or I can call it companies and contacts whichever you need so I'll leave it as 3 customers now I go back to CRM and I click on import data once again so I will select the zip file this time around is my customer zip file click on open and next you can see that is seeing two different CSV files in the system the company CSV file in the contacts CSV file and because of my naming convention you will try to import companies first in contacts but at the same time so to the to process the two files will process at the same time so next now here I will select default or automatic mapping click Next and all I have to do is match each one to its own different entity so the first one will be companies which will go into the account entity and the contacts will go into the contact entity next so now it's time to map each one of the entities so I click on account and I will map always I will map the required fields first and then followed by the optional fields so for the required fields I need to find the account name so in this case will be the name field and then I then I go down the list the city matches to the addressing websites matching and the last field I need to match is the address 1 zip code so you can see that now I get a green checkmark for account now let's do the same for contact email address will be matched to email first-name lead source is already matching mobile number let's match it to mobile phone matching field LS rep once again will will come out of the system or will be named differently you just have to find the equivalent in CRM you can also choose to ignore it as you can see search for business phone sales rep once again will be owner which matches to a team or a user in CRM and finally the title will be job title so some fields will come out of the system or will be named differently you just have to find the equivalent in CRM you can also choose to ignore it as you can see or you can even create a new field creating new fields from the data import wizard it's simple but it's also dangerous because if you create multiple fields at the same time your import job could fail to import due to a timeout and then you have to start from scratch so in this case I will click on next I will accept the checkboxes for companies and contacts click on next and then at this point because I spend so much time during the data mapping making sure all the columns match to the fields I will save my data map now for the data map name you can use whatever name you want I personally like to obviously add the names of the entities that I'm importing so companies and contacts and I also like to add a date so in this case I will add you know let's say May 16th 2015 and click on submit so you can see that my data has been submitted for import let's click on finish ok so now we can watch it populate you can see that it's transforming the companies and then importing contacts at the same time it's actually importing both records at the same time you can see 25 companies succeeded successfully three of them failed and no worries we will get to troubleshoot why they failed in a second let's continue to move it on so while this is populating we can go see why our accounts failed so you can see that it struggled to find a couple of contacts in the system so I believe that is because of that middle initial it is referencing a middle initial but the middle initial is not part of the full name in CRM so we'll fix that and we'll import it later refresh again see how this is doing so you can see so far we haven't had any error

Channel: Jay Womeldorf

Views: 16,794

Rating: 5 out of 5

Keywords: crm, import crm, import data crm, excel into crm

Id: MS4iZ8_HSaY

Length: 12min 20sec (740 seconds)

Published: Wed Mar 23 2016