Import Data | Trailhead Screen Reader Instructions

Learning Objectives

After completing this unit, you'll be able to:

• Describe and compare the different options for importing data into Salesforce.
• List the steps involved in preparing and importing data from a sample .csv file using the Data Import Wizard.

Introduction to Data Import

You can easily import external data into Salesforce. Supported data sources include any program that can save data in the comma delimited text format (.csv).

Salesforce offers two main methods for importing data.

• Data Import Wizard—this tool, accessible through the Setup menu, lets you import data in common standard objects, such as contacts, leads, accounts, as well as data in custom objects. It can import up to 50,000 records at a time. It provides a simple interface to specify the configuration parameters, data sources, and the field mappings that map the field names in your import file with the field names in Salesforce.
• Data Loader—this is a client application that can import up to five million records at a time, of any data type, either from files or a database connection. It can be operated either through the user interface or the command line. In the latter case, you need to specify data sources, field mappings, and other parameters via configuration files. This makes it possible to automate the import process, using API calls.

 

 

Use the Data Import Wizard When:

• You need to load less than 50,000 records.
• The objects you need to import are supported by the wizard.
• You don’t need the import process to be automated.

 

Use Data Loader When:

• You need to load 50,000 to five million records. If you need to load more than 5 million records, we recommend you work with a Salesforce partner or visit the AppExchange

for a suitable partner product.

• You need to load into an object that is not supported by the Data Import Wizard.
• You want to schedule regular data loads, such as nightly imports.

 

 

Prepare for Data Import

Cloud Kicks manufactures custom sneakers, designed and personalized for their customers. Sales superstars Candace and Jose are always eager to get fresh air and exercise, so they schedule a walking meeting with Linda, the company’s Salesforce admin. They want Linda’s help to bring their CRM data into Salesforce. Because they have fewer than 50,000 records, Linda decides to use the Data Import Wizard. When she gets back to her desk after the walk, she preps the data for import.

 

Follow these steps before you start importing any data.

1. Use your existing software to create an export file. You'll use this exported data file to now import the data into Salesforce.
2. Clean up the import file for accuracy and consistency. This involves updating the data to remove duplicates, delete unnecessary information, correct spelling and other errors, and enforce naming conventions.
3. Compare your data fields with the Salesforce fields you can import into, and verify that your data will be mapped into the appropriate Salesforce fields. You might need to fine-tune the mapping before starting the import. For details, see
   Field Mapping for Data Sources
   in the online help.
4. Make any configuration changes required in Salesforce to handle the imported data. For example, you might need to create new custom fields, add new values to picklists, or temporarily deactivate workflow rules.

 

The main Trailhead unit contains a series of videos at this point in the text. Return to the unit to access them. View the second video "Data Import: Clean Up Your Import File" in the How To Import Data into Salesforce Series for more information on cleaning up your import file.

This 5 part video series walks you through all aspects of data import, from preparing your import files to matching owner and parent record IDs.

Need additional guidance? Bring your questions to an Ask the Expert webinar. Search sessions and register here:

https://sfdc.co/7I4hc

 

Use the Data Import Wizard

Once you have created an export file and cleaned up the data for import, follow these steps to import data using the Data Import Wizard.

1. Start the wizard.
   1. From Setup, enter Data Import Wizard in the Setup search box, then select the result for Data Import Wizard.
   2. Review the information provided on the welcome page, then Press ENTER on the Launch Wizard link.
2. Choose the data that you want to import.
   1. To import accounts, contacts, leads, solutions, person accounts, or campaign members, press ENTER on the link on this page that corresponds to the object you wish to import. To import custom objects, press ENTER on the Custom Objects link. Pressing ENTER on either the Standard Objects link or the Custom Objects link will toggle the list of object links available to choose from.
   2. Once you've chosen an object, more information will expand on the page below your current position. Arrow down to find options to specify whether you want to add new records to Salesforce, update existing records, or add and update records simultaneously. These are all links. Press ENTER on your selection and continue navigating down the page.
   3. Specify matching and other criteria as necessary.
   4. Specify the file that contains your data. You can specify your data file by pressing ENTER on the link for the file type you wish to upload. Once you do, more information expands below with a Choose File button where you can navigate to a file and select it for upload.
   5. Choose a character encoding method for your file. Most users can accept the default character encoding.
   6. Activate the Next link.
3. Map your data fields to Salesforce data fields. The Data Import Wizard tries to map as many of your data fields as possible to standard Salesforce data fields. If Salesforce can’t automatically map fields, however, you do it manually. Unmapped fields are not imported into Salesforce. To see a list of standard Salesforce data fields, from Setup, at the top of the page, select the Object Manager tab. Choose the object whose fields you’re interested in, and select the Fields & Relationships tab. For example, if you want to see a list of standard Salesforce fields for leads, navigate to Object Manager, choose Lead from the table, then select the Fields & Relationships tab.
4. Review the data table.
   Each row in the table contains one field. Each row is a new field you're attempting to map from the file to an actual field in Salesforce.
   Column 1 on the left has a link entitled Map or Change for each field. Here, you can map unmapped fields, or change the mapping on currently mapped fields.
   Column 2 shows either the name of a mapped field or the word unmapped
   Column 3 on the right shows the field name in the column header of the import file you uploaded.
   1. Scan the list of mapped data fields in column 2 and locate any unmapped fields.
   2. Click the Map  link to the left of each unmapped field.
   3. A panel expands within the data table. You will find a lookup field with a search box where you can type the name of a field you wish to map to. Alternatively, press ENTER on one of the fields from the extensive list below the search box. Once you have a field successfully chosen, navigate above the search field. A link for a field should appear there followed by text saying Press delete to remove. This means you have successfully chosen a field.
   4. Choose the Salesforce fields you want to map to. Next, arrow down through the entire list of fields. Find the link for Map which is located immediately at the end of the list. Press ENTER here. There are other links labeled Map on the page, so it is important to ensure you have located the correct one. Doing a Control F find or a links list to locate the Map link could very well land you on the wrong one! The link you are looking for is located at the end of a long list of links containing field names.
   5. To change mappings that Salesforce performed automatically, or to change the mapping you selected, click the Change link to the left of the appropriate field. Then choose the Salesforce fields you want to map to and click the Map link below the field list.
   6. Once all fields show a mapped field in column 2 of the table, click the Next link.
5. Review and start your import.
   • Review your import information on the Review page. If you still have unmapped fields that you want to import, press ENTER on the Previous  link to return to the previous page and specify your mappings.
   • Press ENTER on the Start Import link at the bottom of the page.
6. Check import status. From Setup, enter “Bulk Data Load Jobs” in the Setup search box, then select the result for Bulk Data Load Jobs.  The user who starts the data import receives a status email when the import is completed.

 

 

Tell Me More...

This information can help you integrate your imported data into Salesforce.

• New Values for Picklists and Multi-Select Picklists—If you import a picklist value that doesn’t match an existing picklist value:
  • For an unrestricted picklist, the Data Import Wizard uses the value that’s in the import file.
  • For a restricted picklist, the Data Import Wizard uses the picklist’s default value.
• Multi-Select Picklists—To import multiple values into a multi-select picklist, separate the values by a semicolon in your import file.
• Checkboxes—To import data into a checkbox field, use 1 for checked values and 0 for unchecked values.
• Default Values—For picklist, multi-select picklist, and checkbox fields, if you do not map the field in the import wizard, the default value for the field, if any, is automatically inserted into the new or updated record.
• Date/Time Fields—Ensure that the format of any date/time fields you are importing matches how they display in Salesforce per your locale setting.
• Formula Fields—Formula fields cannot accept imported data because they are read-only.
• Field Validation Rules—Salesforce runs validation rules on records before they are imported. Records that fail validation aren’t imported. Consider deactivating the appropriate validation rules before running an import if they affect the records you are importing.

 

Resources

• Data Import FAQ
• Preparing Your Data for Import
• Data Loader Overview
• Data Import Video Series

Click to return to the unit on Trailhead to access your challenge and proceed to the next step.