Join Christopher Matthew Spencer for an in-depth discussion in this video Importing, part of Learning Salesforce Admin.
- [Narrator] Most teams have existing data that they'd like to bring into Salesforce from other databases and spreadsheets. We can import up to 50,000 records at a time into Salesforce using Comma Separated Values files, known as CSV files and using that in conjunction with the Salesforce data import wizard. Make sure that the incoming data file is properly formatted. The import file data must match a Salesforce field so compare the incoming data against the available fields in Salesforce.
Make sure the names are split into separate first, middle and last name. Separate addresses into columns for street address, city, state and postal code. Separate each phone number into its own column as well. Now if you've got a lot of records to import, contact Salesforce support or hire a pro to assist with preparing the file. Sites like Fiverr.com offer help with data processing. Fields containing dates, currency, percentages and numbers pose unique challenges.
Salesforce requires that these types of fields be formatted properly or the data may not import correctly. If the source data has issues, a work around is to set up plain text fields to receive the data and have someone clean it up after import. Make sure you have fields in your Salesforce account to receive the data. Any custom fields should be added before you do the import. Run tests on a Salesforce trial organization before bringing data into your actual account.
We've got a CSV file here saved to the computer desktop and we'll be importing it into Salesforce. It's nicely formatted, and you can see all the data here. Let's head over to our Salesforce account. First you'll need to be signed in and we're starting at the home tab. We'll go ahead and import it into leads. So let's click on the leads tab right here. And then go over to the right hand side and click on import.
We can also find this option on the accounts tab. Now after we click that it launches the data import wizard. We're importing into leads so we'll go ahead and click on leads and then in the middle section, we don't want to be swimming in duplicate data so we'll have the wizard prevent duplicates from being introduced into the system using the email address as our key field. So we'll click on add new records, and we'll match the lead by email address. Now in the third section we need to locate the CSV file on the computer so we'll click on here and then we'll click choose file.
I have the file saved to the computer desktop so we need to navigate over to the desktop and you'll notice that you don't see the file, but what we want to do is pull down this little option to show all files. That brings up the CSV file and then I'll select it and then I'll click open. You'll see that it's now highlighted there in the import wizard. Let's go ahead and click next. Now in this next section, we'll map our data fields. If the columns in our CSV are named differently than the standard field names in Salesforce leads, we need to map them manually.
Fortunately all of our columns are exactly the same. I set it up that way so it would be easy. Then let's go ahead and click next. Now let's click start import. And then let's click okay. As soon as the import's completed, the leads will show up here. Now it's best to import a small set of sample records to make sure that everything looks good before importing all of your data. Importing records into Salesforce saves time and money since data does not have to be re-keyed.
Once the data has been imported, we can pull down the view and show all open leads and we can see that the data has been successfully brought into the Salesforce account.
- Planning a transition to Salesforce
- Administering user accounts
- Managing permissions
- Capturing and converting leads
- Customizing views
- Setting up opportunities
- Creating campaigns
- Customizing fields and pages
- Building and sharing reports
- Importing data
- Batch processing data
- Enforcing data security with auditing and policies