How Note and Attachment Records Are Imported

All notes and attachments map to the Note (annotation) record type. Notes and attachments must be in separate files. More than one note can be imported for any record type that supports notes.

Note

• Only map any column of the source file to the Document (documentbody) field of the Note record type when the source file includes information about attachments. The mapped value in the source column to the document is the file name that is used to search a file in the Attachments folder in the .zip file.

Each note record can have one attached file. You cannot import attachments to e-mail messages, sales literature items, or to any record type that does not support notes. The types of files that can be attached are determined in the Set blocked file extensions for attachments section of the System Settings dialog box.

Most record types support notes. To determine whether a record type supports notes, do the following:

1. In the Navigation Pane, click Settings, click Customizations, and then click Customize the System.
2. Double-click the record type.

   A record type supports notes if in the Relationships section the Note (includes attachments) check box is selected.

Required Preparation in Microsoft Dynamics CRM

No changes are required in Microsoft Dynamics CRM.

Other Required Preparation

To import notes:

• Keep all notes that go into any type of record in one .csv or .xml file.
• Map the column that contains information about the parent record to the Regarding field of the Note record type. This column creates the relationship between the note and the parent record to which the note is attached.
• Do not map any column in your source file to the FileName field of the Note record type while importing notes.

To import attachments:

• If you import file attachments, each attachment has two names: a physical name and a logical name. The logical names might not be unique. The physical names must be unique.

  During import, you must map the column with physical names to the "Document (documentbody)" field of the Note record type. You must map the column with logical names to the "FileName" field of the Note record type.

  The value in source column that is mapped to the Document is the file name that is used to search a file in the Attachments folder in the .zip file.

  Each attachment must have a unique name to import. It is mandatory to include a column for the physical names in the source file. Also include a logical names column assigned to the file that is imported. You must map the column containing the logical file name to the File Name attribute in the Note (annotation) record type.

• We recommend that you map the column that contains information about the parent record to the Regarding field of the Note record type. This column creates the relationship between the note and the parent record to which the note is attached.
• In the .zip file, the folder containing attachments must be named Attachments.