This task requires permissions that are found in all default security roles Defined sets 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.. More information about specific permissions and performing this task while offline: Common Task Permissions
Follow the guidelines in this topic to ensure that your file imports successfully.
Delimited text A file that contains data in which individual field values are separated by commas, tabs, semicolons, or other characters. Delimited text file names typically end with a .txt file extension (for example, "my_file.txt"). format (.txt) with columns separated by commas
Comma-separated value (CSV) file A data file with a .csv file extension. Typically a CSV file consists of fields and records, stored as text, in which the fields are separated from one other by commas. (.csv) format
XML Spreadsheet 2003 (XMLSS) format (these files have .xml extension)
Compressed file in a .zip format The .zip file can include files of .csv, .xml, or .txt file types. All files in a single compressed file must be of the same file type.
You can easily create delimited .txt, .csv, or XML Spreadsheet 2003 format files by using Microsoft Office Excel.
If your import file contains non-ASCII A character set that defines all characters and symbols needed for English. characters, the import file must be in a Unicode A character set that defines all characters needed for writing the majority of living languages on computers. or UTF-8 A unicode character set that is backward-compatible with the ASCII character set. format.
In Excel, click Save As, and select Unicode text (*.txt).
Use Notepad to open the .txt file.
Search for commas in the file. Enclose any data that includes commas with double-quotes. For example:
If you want to transform data as part of the import process, you should identify whether the provided transformations Types of mappings used to modify data before migrating it.Transformations include concatenation, split, replace, substring, assignment, and date modifications. can do the required changes, or whether you need to edit your source data before importing it. For more information, see Transformation Reference.
Edit your file and add column headings Text used in the first row of a spreadsheet or file that labels the data in each column. if they are not already present.
To use automatic mapping Importing a data file where the column headings exactly match the Microsoft Dynamics CRM Online display names. No data map is necessary. With automatic mapping, you can map columns that establish a relationship with existing Microsoft Dynamics CRM Online records., which is required for importing data that contains references to existing Microsoft Dynamics CRM Online records, column headings must match attribute display name The label that is used by default when an attribute is displayed on a form, in a list, or in a report. The Display Name for each attribute can be changed in the Customization area by a user with an appropriate security role. values in Microsoft Dynamics CRM Online.
To identify display name values, open the form for the record type as if you were creating a new record. The labels on the form typically match the display names, although it is possible for your system customizer to have changed the form label values.
If you have the appropriate security role, you identify display names in the Customization area:
In the Navigation Pane, click Settings, click Customization, and then click Customize Entities.
Open the entity, and then click Attributes.
Automatic mapping of columns uses the display names from the user interface language The language in which Microsoft Dynamics CRM Online displays text for textual elements, such as labels and list values. If your organization has enabled additional languages, you can select the language in which you want Microsoft Dynamics CRM Online to display the user interface., set on the Regional Options tab of the Set Personal Options dialog box. More information: Set Personal Options
We recommend that you map all Microsoft Dynamics CRM Online business-required Attributes that are required before a record can be saved. Required fields are marked with an asterisk. fields to the respective columns in your source file and make sure that data exists in each of the source columns that are mapped to the required fields. All business required attributes are displayed in mandatory section of Map Records Type page of the Import Data Wizard.
To determine which fields are business-required, open the form for the record type as if you were creating a new record, and identify fields that are marked with a red asterisk (*).
The following list shows default business-required fields for commonly imported record types.
Account: Account Name
Contact: Last Name
Lead: Topic, Last Name, Company Name
Product: Default Unit, Unit Group, Decimals Supported