Move data from Salesforce to Dynamics

- [Instructor] Contacts can be exported from Sales Force and imported to Dynamics 365. The first step is creating a contacts and accounts report. For this, we'll need to switch from contacts over here to reports. Now let's go ahead and navigate to reports. And you may already have some reports listed here if you've generated some of these within Sales Force. I've already set up the contacts and accounts report for us to work with. If you need to set this up, you'll select new reporting the upper right corner. Then select contacts and accounts from the list, and generate the report with the fields that you would like to include. Once you've done that it will be saved to your created by me list. And you may also find it in your recent list if you've recently worked with it. Now let's go ahead and open this report. We can see a listing of seven records, as well as all of the fields that it's including. And some of these fields like title, mailing country, fax, and mobile are empty. And we're going to do a little bit of cleanup during the process of exporting and then importing this to Dynamics 365 to get rid of some of these fields that are not needed during that import process. Okay, so to export these seven records we'll go up to the upper right corner where it says edit. Select the drop down arrow. Then select export. There's two views that you can export this information in. Formatted report, which is going to be only an Excel format, xlsx, workbook type of a file. Or details only, which gives you a choice of comma delimited, csv, file. And that's the format that we need. Let's go ahead and select that. For the encoding, it's set to general US and western European. If you need something different, you can make a selection here. We'll leave that as the default. Then select export. You'll be prompted if you'd like to open this file or save this file. Let's go ahead and save this file to the desktop of the computer. It has a name here that you can replace if you'd like. I'm going to leave it as is. Save the file. And then let's open the file. It is going to open in the desktop version of Excel. Let's make this full screen. And let's do a little bit of cleanup. So we know that we don't need title. Let's go ahead and delete that column. We know that we do not need mobile. Nor fax. So let's delete those. And now let's make it a little easier to see all of this information as we see if there's modifications needed. So let's double click in between these columns to expand to the text string length. There we go. So we can see all of the field headers here at the top as well. There's a little more over here. And we should be all set. There we go. Okay. These fields at the top where you see salutation, and first name, and last name, those are the names that Sales Force understands the mapping for. When we save this Excel file, and we then import it into Dynamics 365, Dynamics 365, it's going to look to see if it understands the naming convention for these fields and map that information automatically if it can. First name, last name, it's going to understand those. It uses the same information there. For the account name, that is going to be called company in Dynamics 365. And because we're only going to be generating one set of records and not two, we're going to be focusing on the contacts, we're not going to keep account name in here. If we were to change this to company, and we did already have these companies listed as records within Dynamics 365, we can associate this to the company field. It will understand this automatically and map it for you and do a look up for the company and match that record to this contact record. But in this case, that's something that can be done separately at a later time, we're going to go ahead and just remove this column as well. All right, now for mailing street, mailing city, mailing state, mailing zip, mailing country, we don't really need mailing country since that is empty, let's get rid of that one too, but for those other ones, these may need to be business address one, business address two, business address three, in case there's more than one mailing address so it has a different naming convention. We're going to leave these as they are though so that you can see both how it automatically maps if it understands the field name, and then how you can manually map it to a field if needed. Okay, so we are done at this point of making changes within this file. Let's go ahead and save it. And let's go ahead and close the record so that we don't have any problems when we do our import into Dynamics 365. So let's click the X in the upper right corner. Okay, we're back to the browser window where we started. We are still in Sales Force. So now let's move over to the next tab. I already have Dynamics 365 logged in. I'm working within the sales area. And I am viewing the contacts. I'm looking at all of the active contacts. We can see there are already some contacts here. What we're looking for is import data up here in the upper right corner. Now before we go through this process, I do want to point out to you that there is a template that you can download that may be helpful to you if you are importing contact records. These might also be contacts that are coming from other places, like Outlook. So if you're working with something like that you can take that information that you're exporting and populate it into this template that already has the field names in the naming convention needed for it to automatically map everything for you during that import process. So know that you have this contact template available to you if you'd like to use it. I'm going to go ahead and close out of that and get us back to contacts. So let's start our import process. We're going to go back up here to import data. And select import data from the list. We're going to browse. We're going to select that report that we exported from Sales Force, it's saved to the desktop, and open that. Then select next in the lower right corner. It acknowledges that a file has been uploaded. If you need to change the delimiter settings because there could be a different type of a delimiter that's being used other than a comma, ours is a comma separated value, a csv comma delimited file type, those are names you'll hear for that, but if you need to change that to a colon, semicolon, or a tab character, this is where you can make that change, in the delimiter settings. Same thing for the data delimiter. You can make a change for that. We're going to leave these as the default. And notice it's checked that it says the first row contains column headings. Very important. Remember that is where it's looking for the name and it's going to map the information automatically if it can. But it's also what we can use to map the information manually to have it imported into the proper fields. Select next in the lower right corner. And it wants to know what is the data mapping that we'll be using. Is it going to be automatic mapping? Or some other form? We're going to use default. Select next in the lower right corner. And we move onto the next step of this wizard. Whenever you see this yellow caution sign it means that something is unmapped. And you'll need to make a selection. In this case, it recognizes the source data file, that's the name of the report that we're working with, but it doesn't know what record type it should be mapping this to. And you'll see there's a lengthy list here of many different types of records that you can map this to. And we are looking for contact. Select it. And then select next. The next thing is we need to go through and map anywhere that is not able to automatically map the field. On the left, this is the source fields from Sales Force. On the right, where are we mapping that field to in Dynamics 365. Email, it understood that one. And it's placed it as email. First name, first name. So let's go through and map a few of these. Account owner, this is going to be an owner lookup. So we're going to down here until we find owner lookup. And then we can choose either a team or a user. Full name, we can look up if we want. Let's click okay. And it's going to do that lookup for us of who the owner is for that. Let's go on down to mailing city. Mailing city is going to be address one city. Mailing state is going to be address one state. Mailing street, you kind of get the idea of where we're going with these. So we're going to get rid of all of those yellow signs, those symbols that were warning us that it's not mapped. We need to do mailing zip for this one. So that one is going to be address one, there it is. And phone, let's find the phone number field that we want for this one. In this case it is going to be business phone. And there it is. Okay. Select next. We have green check mark, letting us know that the mapping has been successfully mapped. And it says data and any record types of fields that are set to ignore will not be imported. We'll go ahead and select next. Do we want to allow duplicates? No. Select the owner for the imported records. Angela Hashton, that's the person that is logged in currently. That's correct. Let's select submit. Then select finish. And here are the new records that have been imported.