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A CRM system can provide your organization lots of great benefits, but poor data quality in your database can eliminate many of the best benefits. Many times you ll hear the expression garbage in, garbage out when organizations talk about data in their CRM system. If you don t do a good job of keeping your database up to date, you shouldn t expect great analytics, insightful reporting, or improved efficiency from your system. Fortunately, Microsoft Dynamics CRM includes several features to help you load, update, and cleanse your data on a regular basis:
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Very rarely does a company deploy Microsoft Dynamics CRM without any existing customer data. Even if you don t already have a software system with customer names, addresses,
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Part I Overview and Configuration
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and so on, you probably have a bunch of customer data in various Excel and Outlook files. Consequently, there s almost always a data import process to go along with each Microsoft Dynamics CRM deployment. After the initial setup and data import, you will find that at times you want to bulk load additional data into Microsoft Dynamics CRM. The Import Data Wizard feature in Microsoft Dynamics CRM provides excellent bulk data capabilities to minimize the time you need to manually enter data into Microsoft Dynamics CRM. With this wizard, you can import hundreds or thousands of records in just a few clicks. In addition to importing core record types such as leads, contacts, and accounts, you can also use the Import Data Wizard to import other record types, including any custom record types. Examples of bulk data imports might include:
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A list of leads, contacts, or accounts purchased from a third party. A list of contacts obtained from a conference recently attended by the sales staff. A file full of business contacts brought by an employee who has just joined the company.
One of the key benefits of the Import Data Wizard is that it s easy enough for most end users to learn. However, it also contains some powerful tools that allow system administrators to perform more complex data imports. You can even use the Import Data Wizard to dynamically create new data fields and custom entities on the fly, assuming that you have the proper security credentials. For the most part, the Import Data Wizard always follows the same basic process: 1. Prepare the import files. 2. Import the file and map the records. 3. View the results and correct failures.
Prepare the Import Files
Obviously, before you can import anything, you need to gather the data into electronic files. The import files should meet the following criteria:
The source data files must be in one of the following formats:
XML Spreadsheet 2003 (.xml) Comma-separated values (.csv) Text (.txt) Compressed files (.zip)
4 Data and Document Management
Include a column for each business-required field on the entity into which you are importing the data. You need one import file for each type of entity that you want to import. For example, if you want to import leads, accounts, and contacts, you need three files. Note that you can import multiple source files in one process by combining them into a single .zip file. Each import file must be 8 megabytes (MB) or smaller in file size. If you zip multiple files together, the total (including attachments) must not exceed 32 MB. If you want to import multiple source files that link records together (such as linking opportunities to accounts), each source file must contain at least one common column containing a unique ID or value that can be used to link the records.
Tip If you combine multiple source files in a single .zip file, all of the source files must be of
the same file type. You cannot combine different file types such as .csv and .xml into a single .zip file for the Import Data Wizard.
Fortunately, Microsoft Dynamics CRM allows you to create templates for your import that you can download from the system. You can access the import templates one of two ways:
On the application ribbon, click the Import Data button and select Download Template for Import. In the Settings area, click Data Management and then click Templates for Data Import.
When you download an import template, Microsoft Dynamics CRM outputs an XML file with all of the columns for the entity you selected. Starting with the import template provided by Microsoft Dynamics CRM (instead of starting from scratch to create your data file) provides several benefits, including:
All possible data fields for the entity are included. All of the column headers are named and labeled correctly. This helps later because the Import Data Wizard will automatically map the fields. Required data field names are bolded in the top row. Hovering your cursor over a cell in Excel provides you with additional information about the data that should go in the field, such as its data type, maximum and minimum values, or maximum length. For option sets, the template displays a list of the possible values for the field. If you try to enter a value that is not included in the option set, you receive an error message. Please note that even though users cannot manually enter valid option set data into a cell, they could accidentally populate a cell with invalid option set values by dragging values through multiple cells where Excel auto-fills the values.
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