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Updating Records in CRM via the Import Data tool

  • 1.  Updating Records in CRM via the Import Data tool

    Posted Dec 12, 2018 11:58 AM
    ​Hi,

    I've been struggling with updating records in CRM. I've visited several websites and the instructions are all the same.

    I've added three new fields to my Contacts entity. I want to load data pertinent to those new fields, so I  did the following:

    1. In CRM, I selected the record entity I wanted to update, in this case Contacts
    2. I clicked on Advanced Find and set-up the necessary filtering criteria to identify the subset of records needed.
    3. I Selected 'Edit Columns'; I added & removed columns to capture just the attributes to be updated. 
    4. I Clicked Results and the records I wanted to update populated with just the attributes I wanted to address.
    5. Using the 'Export' tool I was to extract the records queried to an Excel File.
    6. Once I opened the file open in Excel, I unhid  the first three columns exposing the GUID of the entity I was working with.
    7. I then inserted a column to the left of column A. I cut and pasted the GUID column in the newly created A column. I changed  the (entityid) column header to the actual entity name, in this case "Contact".
    8. I made the necessary changes to the attribute columns.  Once the updates were entered, I saved the worksheet as a CSV file.
    9. To import the file, I went to Settings > Data Management > Imports.  I Created a new import, browsed to the CSV file, and mapped it to the correct entity. The only attribute that came back questionable was the newly created Contact column which I was able to map to the Contract (Primary Key) which is the attribute holding the GUID. I continued through the import until completion.
    10. I used Advanced Find and record details to confirm the proper update: AND NOTHING HAPPEND!!!  :( 
    11. I repeated the same steps several times with success. I then tried minor variations with different established attributes just incase I had configured the new fields incorrectly and still got zero results. I visited several websites and the procedures are all the same.

    What am I doing wrong?? :(

    I'm using CRM 2015 on Prem.


    ------------------------------
    Jose Villa
    Business Analyst
    Blue Cross Blue Shield of Louisiana
    Baton Rouge LA
    ------------------------------
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  • 2.  RE: Updating Records in CRM via the Import Data tool

    TOP CONTRIBUTOR
    Posted Dec 13, 2018 02:41 AM
    Why are you messing around with the hidden columns?

    Try this
    1. Create a view that has the records you want to update with your three columns and the email address column.
    2. Export this for reimport.
    3. Add the data to the columns in the export (in the past I used Excel Index-Match with email address to achieve this - don't import the formula results - copy and paste it as Values).
    4. Import the results and you should be good.


    ------------------------------
    Donal McCarthy
    BrightWork
    Galway
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  • 3.  RE: Updating Records in CRM via the Import Data tool

    Posted Dec 13, 2018 07:26 AM
    ​This is outstanding!! I will add this to my list should I have to return to the drawing board!!

    Thank you very much!!

    ------------------------------
    Jose Villa
    Business Analyst
    Blue Cross Blue Shield of Louisiana
    Baton Rouge LA
    ------------------------------

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  • 4.  RE: Updating Records in CRM via the Import Data tool

    GOLD CONTRIBUTOR
    Posted Dec 13, 2018 03:15 AM
    Hello Jose,

    It is unclear to me why you need to do steps 6 and 7. To my knowledge those are the columns that the system needs to correctly match the records during the import, so I avoid making any changes to those when doing an export/re-import, and that works fine. Or do you need the GUID to find/match specific records in the XLS export? In that case I would not create a copy to the left of Column A, but make a copy at the right (and remove that column again before starting the import).

    Regards,


    Jan

    ------------------------------
    Jan Van Haver
    G DATA Software AG
    Bochum
    ------------------------------

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  • 5.  RE: Updating Records in CRM via the Import Data tool

    Posted Dec 13, 2018 07:28 AM
    ​Yes!! I will try that. thank you so much for responding to my plea for help!!! :-)

    ------------------------------
    Jose Villa
    Business Analyst
    Blue Cross Blue Shield of Louisiana
    Baton Rouge LA
    ------------------------------

    CRMUG Summit - Post


  • 6.  RE: Updating Records in CRM via the Import Data tool

    Posted Dec 13, 2018 07:56 AM

    Jose,

     

    You were close.  In your advanced find on the entity, include the new fields (even though they are currently empty).  Export that to excel.

     

    Do not alter columns A, B, or C at all.   Now you can update the empty columns for the new fields with data and import the file this way.  This will update those fields.

     

    We use this approach to update hundreds of thousands of records in our implementation.

     

    Bill Suycott

    Vice President,  FIS Sales Tools, Infrastructure

    4900 West Brown Deer Road, Brown Deer, WI  53223

    T: 414-357-3082

    C: 414-651-7886

    FIS | Empowering the Financial World image005.png@01D11265.2C7F1D60image006.png@01D11265.2C7F1D60image007.png@01D11265.2C7F1D60

     

    The information contained in this message is proprietary and/or confidential. If you are not the intended recipient, please: (i) delete the message and all copies; (ii) do not disclose, distribute or use the message in any manner; and (iii) notify the sender immediately. In addition, please be aware that any message addressed to our domain is subject to archiving and review by persons other than the intended recipient. Thank you.



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  • 7.  RE: Updating Records in CRM via the Import Data tool

    GOLD CONTRIBUTOR
    Posted Dec 13, 2018 08:25 AM
    Have you tried it with skipping steps 6 and 7?  Its been a while since we've been on 2015, and we were Online and not On Prem, but I don't remember having to do those steps.

    ------------------------------
    Mary Cunningham
    Director - Service Technology
    Comfort Systems USA
    Jupiter FL
    ------------------------------

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