Prepare a file for import

Can I do this task?

Follow the guidelines in this topic to ensure that your file imports successfully.

1. Put records for each record type A group of records. For example, all account records are grouped as the Account record type. Also called an entity. in a separate file. For more information, see Exporting data to delimited text files.
2. The file must be in one of the following formats:
   • 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 file uses only ASCII characters, save the file as a comma-delimited values (.csv) file.

   In Microsoft Office Excel, click Save As, and select CSV (Comma delimited (*.csv).

   If your file uses non-ASCII characters, save the file as a Unicode text (.txt) file and change the field separator to commas.

   1. 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.
      1. In Excel, click Save As, and select Unicode text (*.txt).
      2. Use Notepad to open the .txt file.
      3. Search for commas in the file. Enclose any data that includes commas with double-quotes. For example:

         "23 State Street, Apt 2".

3. Make sure you go through the preparation tasks for specific record types.
4. Make sure you go through the preparation tasks for specific data types.

   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.

5. Make sure the first line of the file contains column headings.

   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.

   Important

   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:
     1. In the Navigation Pane, click Settings, click Customization, and then click Customize Entities.
     2. 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
6. Make sure data exists for all business-required attributes.

   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

   Campaign Response: Parent Campaign, Subject, Owner

   Example showing sample leads to import

   The following lines show what the data might look like for a .csv format file containing leads to import. The first line contains the field names, and the remaining lines are imported as data.

   Company,Last Name,First Name,Topic,Email,Mobile Phone

   Designer Bikes,Groth,Brian,Mountain bikes,someone@example.com,555-555-0112

   Major Sporting Goods,Bedecs,Anna,Components,,555-555-0171

Note

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

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