[Applies to: Microsoft Dynamics CRM 4.0]

Import records from a file

Can I do this task?

To ensure a successful import, be sure to follow the steps in Prepare a file for import.

1. On the Tools menu, click Import Data.

   - OR -

   In the Navigation Pane, click Workplace, and then under My Work, click Imports. On the Get Started pane, click Import from Files.

2. Click Browse to upload a file.

   Upload a file

   Microsoft Dynamics CRM Online supports importing data from the following file types:

   • XML Spreadsheet 2003 (.xml) – Microsoft Excel format stored as an XML file. You can open the XML spreadsheets with Microsoft Excel.
   • Comma-separated values (.csv) – Comma-delimited format.
   • Text (.txt) – Delimited text format with columns separated by commas.
   • Compressed files (.zip) – Compressed file that contains one or more files of the same supported file type.

   Note

   By default, the maximum size of the files you can import is 8 megabytes (MB). This means:

   • Any .csv, .txt, or .xml file must not exceed 8 MB.
   • Any individual file inside the .zip file must not exceed 8 MB and the total size of the .zip file, including the Attachment folder, must not exceed 32 MB.

   Important

   When the Import Data Wizard extracts the .zip files, the extracted files are placed on the machine for some duration. During this time, your extracted files are accessible to the local administrator and the data from these files may be viewed.

3. Review the list of files that you have uploaded for import.

   Microsoft Dynamics CRM Online supports importing data from the following file types:

   • XML Spreadsheet 2003 (.xml) – Microsoft Excel format stored as an XML file. You can open the XML spreadsheets with Microsoft Excel.
   • Comma-separated values (.csv) – Comma-delimited format.
   • Text (.txt) – Delimited text format with columns separated by commas.
   • Compressed files (.zip) – Compressed file that contains one or more files of the same supported file type.

   Note

   By default, the maximum size of the files you can import is 8 megabytes (MB). This means:

   • Any .csv, .txt, or .xml file must not exceed 8 MB.
   • Any individual file inside the .zip file must not exceed 8 MB and the total size of the .zip file, including the Attachment folder, must not exceed 32 MB.

   Important

   When the Import Data Wizard extracts the .zip files, the extracted files are placed on the machine for some duration. During this time, your extracted files are accessible to the local administrator and the data from these files may be viewed.

4. If you are not using the default delimiters Characters that separate various pieces of data. , which for data are double quotation marks (" ") and for fields are commas (,), you can select other symbols as the delimiters.

   Other recognized delimiters for data include: single quotation marks (' ') and none.

   Other recognized delimiters for fields include: colons (:), tabs, and semicolons (;).

5. Select the First row contains column headings check box if the first row in your file contains column headings.
6. Click Next.
7. Select a data map to use to map your source data with Microsoft Dynamics CRM Online record types and fields.
   • Select Map Automatically to allow the Import Data Wizard to automatically map the source data with Microsoft Dynamics CRM Online record types and fields. The Import Data Wizard tries to identify the matching Microsoft Dynamics CRM record type and fields by comparing their display names with the files you have uploaded for import and their column names. If the Import Data Wizard is not able to map any entity or field, it will show the mapping pages so that you can manually map the unmapped record types or fields.
   • Select Use an Existing Data Map: and select a data map to use for the mappings.

     The existing data map list includes all the maps that you may have imported or created at the time of mapping the files manually. By default, Microsoft Dynamics CRM Online provides a data map for Salesforce.com.

     • Select Salesforce Map for Full-Data Export if you obtained your data from Salesforce.com using the Full-Data Export.

       This is selected by default if you have uploaded a .zip file.

     • Select Salesforce Map for Report Export if you have obtained your data from Salesforce.com using the Report Export.

       For more information about exporting data from Salesforce.com, see Work with Salesforce.com Data.

     • Select any other maps under Custom Maps if you already have the mappings defined for the type of data you are importing.

     Note

     If a map for your source system isn't listed in the Import Data Wizard, check the Resource Center to see if one is available. If not, you can export a data map to edit it manually and import it back. Or, you can also save your mappings during an import session as a new data map.

8. Click Next.

   If your data is not mapped automatically, you will be prompted to manually map the record types and fields.

9. Map the unmapped source files to Microsoft Dynamics CRM Online record types.

   To map record types:

   1. For each unmapped source data file, if the file maps to an existing Microsoft Dynamics CRM Online record type, select the record type to which it maps.

      - OR -

      If no existing Microsoft Dynamics CRM Online record type is appropriate for the data in your source file and you want to create a custom Microsoft Dynamics CRM Online record type, create a new record type.

      To create a new record type

      1. Click Create New.
      2. Specify the name with which the record type will be created in Microsoft Dynamics CRM Online. By default, the file name is displayed here.

         Note

         If the name you specified already exists in Microsoft Dynamics CRM Online, you will be prompted to enter a new name.

      3. Specify the plural name This will use the plural name of the related entity for the associated view. that will be used for this record type throughout Microsoft Dynamics CRM Online.
      4. In Primary Field, specify the source column name to be used as the primary field for the record type.

         The primary field is displayed when relationships to this record type are created or displayed, such as in the Look Up Records dialog box.

         Note

         You can create a new record type only if you have the privileges to create and publish custom record types in Microsoft Dynamics CRM Online.

      - OR -

      If you want to skip importing this file, click Ignore.

      The Import Data Wizard will not import data from the file that is ignored.

      You will see a green tick mark for all the files that are mapped.

   2. Click Next when all your files are either mapped or ignored.

      - OR -

      Click Back to go back to the Select Data Map page.

10. Map the unmapped source columns to Microsoft Dynamics CRM Online fields.

    To map fields:

    For each source data file that has a yellow warning message icon:

    1. Click the file name, and in the right pane, choose one of the following:
       1. For fields that are mandatory for the selected record type:
          • Select a column from your source file that matches the field.
          • Select Ignore to allow the Import Data Wizard to populate the field by default.

            Important

            Microsoft Dynamics CRM Online populates some fields by default, shown as Ignore, and you do not need to map these fields to continue with your import.

       2. For fields that are optional for the selected record type:
          • If you want to map the unmapped columns, select the Microsoft Dynamics CRM Online field to which it maps.
          • If no existing Microsoft Dynamics CRM Online field is appropriate for the data in the column and you want to create a new custom Microsoft Dynamics CRM Online field, create a new field.

            To create a new field

            1. For each unmapped column, under Actions, click Create New from the corresponding list.
            2. In Field Name, type a name for the new field.

               If the field with the name you entered already exists in Microsoft Dynamics CRM, you will be prompted to type a new name.

            3. In Type, select the type for the field you want to create in Microsoft Dynamics CRM Online. The available options are: Text, Picklist, Bit, Integer, Decimal, Datetime, Lookup.

               If you select Lookup from the list, in Related CRM Record Type, select a Microsoft Dynamics CRM Online record type to which the new field will be related. This list contains the existing Microsoft Dynamics CRM Online record types and the new custom record types that are created during the current import session.

            4. Click OK.

               Tip

               You can filter the source fields using the filter list. You can choose to show all fields, show only unmapped fields, or show only mapped fields.

               Important

               You can create new fields only if the target record type for which you are creating this field is customizable and if you have the sufficient privileges. More information: Customize and pblish during import in Permissions required for customization tasks.

               Note

               If you create new custom fields for an existing record type or for a new record type that is created during the import, the fields are created and published, and the imported data is added into these fields. However, these fields are not added to the record type form automatically.

               You will not see data imported into these fields on the record type form. If you want to see the data on the record type form, after the import is complete, you must navigate to Customizations and add the fields created during the import to their respective record type forms.

          • If you want to skip importing data from this column, click Ignore.

            You will see a yellow warning message icon for all the columns that are not mapped.

            Important

            If a field used in a data map for mapping data is no longer available in Microsoft Dynamics CRM Online, an error is displayed. You will not be allowed to continue until you either map the source column to a different field or ignore the column.

    2. Click Next when all your columns are either mapped or ignored.

       - OR -

       Click Back to return to the Map Record Types page.

    The Import Data Wizard shows a summary of the files that are mapped and will be imported.

11. Click Edit if you want to edit the mappings or else click Next to continue with the import.
12. Review the import settings.
    1. Select whether you want the Import Data Wizard to allow importing duplicate records in Microsoft Dynamics CRM Online.
    2. In Select Owner for the Imported Records, click the Lookup button to select an owner who will own the records if the owner mappings are not defined in the data map or the users.csv.

       Important

       Usually, owners are mapped or created using the owner information in the users.csv file. If the source data does not contain a users.csv file, the records are still imported with the owner as the user you specify in Select Owner for the Imported Records. For more information, see How User Records Are Imported.

    3. In Data Map Name, specify a name for the data map.

       This data map can be used later for importing data from similar sources.

13. Click Submit.
14. Click Finish. You can view the status of your import by clicking the Imports link.

    Note

    Microsoft Dynamics CRM Online always displays the success and error counts for the import file associated with user records as "0" in the Imports grid.

Important

Because multiple users in an organization can submit import jobs at once, the import requests for files that are larger than 1 MB are queued and processed one at a time. For example, if three .zip files (each containing a file that is larger than 1 MB) are submitted for imported by different users in the same organization, then the first import is started immediately and the other two are queued and picked up in sequence of their submission when the import of the first .zip file is finished. Meanwhile, any other small file (.zip, .csv, .txt, or .xml) submitted for import may be imported immediately depending on the asynchronous service.