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Using the Microsoft Dynamics CRM Online Import Wizard

Using the Microsoft Dynamics CRM Online Import Wizard

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I regularly get requests for assistance with data migration challenges.  Data migrations are never easy due to the differences in data values and formats that exist between systems.  The easiest way to import data into Microsoft Dynamics CRM is using the Track in CRM capabilities available within the Outlook client.  But assuming your needs are to import a .csv file of leads (or other record type) the easiest method is to use the Import Wizard.  To ensure you experience a successful data migration I recommend the following tips:

Overview

  1. Put records for each record type in a separate file.
  2. Put records for different owners in a separate file.
  3. Ensure that the first line of the file contains column headers and that they match the CRM attribute display names EXACTLY if you would like the import wizard to automatically* map the data.  *Automatic mapping is required if you intend to import records that are related to another record (See #6).  I HIGHLY RECOMMEND USING AUTOMATIC MAPPING EVEN IF YOU DO NOT DESIRE RELATED RECORDS.
  4. Make sure the first column heading is not the name of a record type.
  5. Make sure data exists in your source file for all CRM required fields (denoted with a red asterisk on the CRM form).
  6. Make sure some data exists for each column.  If a column has no data delete the column.
  7. If your data should be related to another record (i.e. Adding Contacts to existing Accounts) make sure the column header matched the CRM lookup attribute display name.  If you have two different attributes in CRM with the same display name you will receive an error (EX. if you created a custom State picklist value to replace the text version and keep the display name the same "Address 1: State/Province").  Also make sure the company name values will match a corresponding account record (i.e. contacts with a Parent Customer value of Microsoft Corp. will not be added to the CRM Account Microsoft) and that there are no duplicate Accounts in the system as the import will not be able to resolve the proper Parent Customer.
  8. If you are importing into a drop-down list, ensure all the values exist within CRM and there are no typographic errors and consistent capitalization in the source file.

Step by Step Example

  1. I am going to import the following .csv file of Contacts into CRM while still maintaining the relationship to the proper Account record (denoted in Parent Customer).image
  2. My Account records are already loaded into CRM so my first step is to ensure the column headers EXACTLY match the CRM Contact records attribute display names.
  3. To ensure I get the display names EXACTLY correct I recommend you create a CRM contact view (using Advanced Find and editing the columns) with the exact same layout as the import file.image
  4. Create a test contact, save and close and then click on the Excel icon to Export to Excel and select the radio button for Static worksheet with records from this page.image
  5. Copy the column header row from the export and paste on top of the import file column headers.  Notice the different column headers for the address fields compared to the source file.  Also note the Gender column is a drop-down on the CRM Contact form.  The import wizard will map the values properly based on the text display.
    image
  6. The Microsoft CRM Import Wizard attempts to automatically map your data to CRM attributes using the column headers in the import file.  The Import Wizard will successfully auto-map the values IF the column header EXACTLY matches the CRM attribute display name.  NOTE: the attribute display name can be different than the display name on the CRM form so ensure you have the attribute display name (see below).  You can also go into the entity customization area within CRM for the particular entity and verify the values for each of these attributes and then manually update your .csv file to match those values.  However, I HIGHLY recommend the above method to ensure accuracy.
    image
    image
  7. Now that our data is properly prepared simply use the import wizard to import these Contact records.  As the screenshot below shows the data map was able to resolve automatically.image
  8. The resultant import demonstrating the successful import and linking of the contact to the Account (Parent Customer) record.
    image

A majority of this data is taken from the CRM Online Help.

NOTE: The maximum size of the file that is supported by this import method is 4MB.  If your source data is greater than 4MB or requires significant relationship mapping beyond the capabilities of this import tool I would recommend the Data Migration Manager or Scribe Insight.

Cheers,

Eric Boocock

  • PingBack from http://microsoft-sharepoint.simplynetdev.com/using-the-microsoft-dynamics-crm-online-import-wizard/

  • Here are a few more tips:

    http://leontribe.blogspot.com/2008/12/importing-tricks-for-dynamics-crm-30.html

  • Your sample data has 1 contact per account.  can you advise how I would import multiple contacts to 1 account please?

  • Hi have created a CSV File while Importing it says "the column heading contains an invalid combination of data delimiters".Please provide a solution for this

  • We tried several options but c360's Import Manager was very nice so we went with that.

  • On Codeplex there is a tool for Microsoft Dynamics CRM On Premise  that allows you to modify records

  • All of my contact records failed the import.  I got the error:

    "A duplicate lookup reference was found."

    That comes as no surprise to me since in order to import the contacts I first had to import that accounts, because when I tried to import the contacts along (with nothing already in the system), it failed because it could not resolve the lookup reference.  So I created a new CSV file with JUST the names of hte companies and I imported that.  So there's a duplicate reference because the system required me to put it there!

    This seems like the most basic and necessary of CRM functions - actually putting the data in the system.  Why doesn't this work?  I followed the above instructions exactly.

  • "A duplicate lookup reference was found" as mentioned above in the solution i created the account CSV and have already stored in the CRM and when i import the contact CSV it creates an error stating the same as mentioned above.Apart from that sometimes it also states as the format does not match.despite editing the CSV file agin and again it prompts the folloeing error.Kindly let me know how to resolve this isue as i have tried all options and it has put me in a fix.

  • Hi, on 16th April 2009 Andy wrote:

    Your sample data has 1 contact per account.  can you advise how I would import multiple contacts to 1 account please?

    Anyone have any ideas on that, it's driving me nuts...!

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