How User Records Are Imported

You can import user records so that you can preserve record ownership when data is imported.

Microsoft Dynamics CRM Online uses the records in the users .csv to:

• Resolve users
• Create users

Resolving users

Microsoft Dynamics CRM Online checks the following for resolving the ownership of imported records:

1. If the source data contains a source file for users and if the data map has the metadata for owner resolution:
   1. The ownership is resolved based on the metadata information specified in the data map. For more information about the metadata, see User-related Elements in Data Map Schema Reference.
   2. If the required information for a user is present in the source file containing the user data, but the owner cannot be resolved, the user is created in a deactivated state and is used to resolve owners.
   3. For the records whose ownership could not be resolved using steps a and b, the user selected in the Import Data Wizard becomes the owner for the imported records.
2. If the source data contains a source file for users but metadata information is not available in the data map:
   1. Microsoft Dynamics CRM Online first tries to resolve the ownership based on the following fields:
      • Primary Email
      • E-mail2
      • Mobile Alert E-mail
      • First Name
      • Last Name

      Note

      The column in the Users .csv file that contains the Owner IDs of the users must be mapped to the primary key (User) of the User record type.

   2. If the required information for a user is present in the source file containing the user data, but the owner cannot be resolved using step a, then the user is created in deactivated state and is used to resolve owners.
   3. For the records whose ownership could not be resolved, the user selected in the Import Data Wizard becomes the owner for the imported records.
3. If the source data does not contain a source file for users:
   1. Microsoft Dynamics CRM Online tries to resolve records with the existing Microsoft Dynamics CRM Online users, using lookup transformation for the primary field (Full Name) of the user record type.
   2. For the records whose ownership could not be resolved, the user selected in the Import Data Wizard becomes the owner for the imported records.

      Note

      Whenever a duplicate user is found in Microsoft Dynamics CRM Online during owner resolution, ownership is set to the Microsoft Dynamics CRM Online user selected in the Import Data Wizard.

Creating users

For creating users, the following fields in Microsoft Dynamics CRM Online must be mapped to some columns in your source file:

• First Name
• Last Name
• Primary Email

However, while importing user data, the data is imported only in the following fields:

• First Name
• Last Name
• Primary Email
• E-mail2
• Mobile Alert E-mail

Microsoft Dynamics CRM Online creates records even if no data is available in the fields, but we recommend that you provide information at least for First Name, Last Name, and Primary Email.

Notes

• The Import user must have a Create and a Read privilege on the record type that is being imported.

Because User record type is used for resolving owners and creating users in Microsoft Dynamics CRM Online, the Import user must have the following privileges:

• A Read privilege for the record type to be displayed in the Record Type drop-down list.
• A Create privilege for creating users.

• Users created during the import will be assigned a salesperson role and these users may not have the privileges on custom record types. This may result in records of these custom record types to be owned by the user selected in Select Owner for the Imported Records on the Review Settings and Import Data page.
• New users will not be created in Microsoft Dynamics CRM Online if the number of existing users in Microsoft Dynamics CRM Online is same as the maximum users allowed based on Microsoft Dynamics CRM Online licenses.
• If a record is owned by a user, and the security role A defined set of privileges. The security role assigned to a user determines which tasks the user can perform and which parts of the user interface the user can view. All users must be assigned at least one security role in order to access the system. assigned to the user does not permit creating the type of record, the record will be imported with the user selected in the Import Data Wizard as the owner. If the user that is selected in wizard also does not have appropriate permissions, the records are owned by the user running the Import Data Wizard.