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Budget Currency data type Description Customer Multiple lines of text data type Lookup field that we want to map to the Account entity
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FIGURE 4-4 Selecting data types for a field created during the import process
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Tip If your source file contains a field with one of the data types that you cannot use when
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creating fields during the import process, you could create the custom entity first (with all data fields necessary) before importing the data. Alternatively, you can create the custom entity during the import process and exclude a few data fields, and then go back to add those missing fields later. Unfortunately, you would then need to perform another import or update to update the data in the new fields. This seems like more work to us, so we d recommend the first option of creating the custom entity before starting the import.
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Tip You can use this field mapping dialog box to specify one of the data fields as a Required
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Field by selecting it in the Required Field picklist.
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Option Set Mapping When you re importing data into option sets (formerly known as picklists), you might need to further adjust your data map because the source values need to match the option set values in Microsoft Dynamics CRM. If the Import Data Wizard finds option set values that don t exist in Microsoft Dynamics CRM, it assumes you want to automatically create new option set values to match the source file. Table 4-1 shows an example of importing option set data into the Category field on the Account entity with a source data file that contains account category values that do not exist in Microsoft Dynamics CRM.
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Part I Overview and Configuration
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TABLE 4-1 Different Option Set Values in the Source and Destination Fields
Source Data Values
Preferred Customer Standard Strategic Legacy
Category Option Set Values
Preferred Customer Standard
If you look at the mapping for the Category field in this scenario, you will see that the Import Data Wizard automatically adds new option set values for Strategic and Legacy to the Category option set in Microsoft Dynamics CRM, as shown in Figure 4-5. However, you can also choose to map the source picklist values to existing option set values or ignore them altogether.
FIGURE 4-5 Creating new picklist values during the import process
Important The Import Data Wizard automatically creates new picklist and option set values in
Microsoft Dynamics CRM to match new values in the source data. You will not receive a prompt or warning when this occurs, so make sure your source data contains the values you want. If you re using an XML Spreadsheet 2003 as your source data format, you won t have to worry about the Import Data Wizard creating new option set values because you cannot enter new values in the spreadsheet it validates data against the existing Microsoft Dynamics CRM values.
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Lookup Mapping Similar to option set mapping, importing source data that contains lookup fields might require additional attention when mapping fields. Lookup fields that are typically included in data imports include the Owner, Parent Account, and Primary Contact fields on the Account entity. In these cases, you want to link an imported record to another Microsoft Dynamics CRM record, such as linking an opportunity to an account or owner to a contact. You can map imported records to data already in Microsoft Dynamics CRM, or you can map them to records that are part of the same import process (such as in the same imported .zip file). When you view the field mapping for a lookup field included in your source data file, you can specify the lookup reference for that field. Figure 4-6 shows how you can specify the reference for the Owner field. Because either a team or user can own a record, you need to specify which fields in the Team and User entities the Import Data Wizard should reference when identifying a match for the source data record in Microsoft Dynamics CRM.
FIGURE 4-6 Configuring the reference fields for lookups
Most of the time, you will probably map the source data to the name field of the reference entity. In other words, if you want to import an account owned by a user named Mike Snyder, you would configure the lookup mapping on the Owner field to match the Full Name field on the User entity. Note that you have some flexibility in deciding which fields to map. For example, you could use another field such as email address to perform this lookup mapping. If you used the E-mail Address field on the User entity for your mapping, your source
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