Import Records
- Evangeline Cruz
The iCRM application supports Import from back-end data sources specifically, Salesforce.com, MS Dynamics and QuickBooks. Data in .csv file format can also be uploaded.
Recently, we also added support for Importing Data from SugarCRM, Outlook.com and Google.
After you select the CRM that you want to import with, the Import dialog opens where some settings on how a record is uploaded is configured, see below discussion of the Import Types.
The Import Settings
Import Types:
Create New Records
Processes unique records and ignores duplicates based on a combination of check fields
Create New and Merge to Existing Records
Click on the Key dropdown to select a field
Processes records based on a specific key. If found, CRM records is overwritten with the values from source. If key field is not found then duplicate checking is done to either Create a new record or not.
Create New and Ignore if Record already Exists
Click on the Key dropdown to select a field
Processes records based on a specific key. If found, ignore and process next record on source. If key field is not found then duplicate checking is done to either Create a new record or not.
Multi-keyword Separator:
- Pipe and Semi-colon are supported.
Non-existing keyword values:
- Ignore - keywords that does not match on the list for that field is not imported. Field is blank.
- Import and Insert New keyword - new values from source is added to iCRM keyword list for that field. Keyword is imported.
Account Ownership
If the person running the import is not the sole Owner of the accounts being uploaded, then setup the following before import.
- For CSV, there must be a column for Account Owner which must be filled-up with the username of valid iCRM users.
- For other data source, the field "External User Id (for data import)" on the User Profile must be filled-up for all valid iCRM users.
How to Import from QuickBooks
QuickBooks integration must already be enabled and connected on your Company Configuration setup.
For this guide, we will use the Accounts module.
Click button Import Records This button appears by default if there are no records for that module. Otherwise, use the Tools>Import.
Click QuickBooks button from the drop down
- Map the fields from the left (data source) to the corresponding iCRM fields on the right. The function matches the field labels for the mapping.
- If there is a field from source that you want to import but the field does not exist on form, click Add New Field button.
Dialog box to Add New Field opens (here is a link to Form Fields for step-by-step guide)
New field now appears on the list and can now be mapped. - Fill-up Import Settings. (here is a link to know more about Import Settings)
Click Start Import.
There may be some required fields on the module configuration like Account Name. An error message will show the mandatory fields for that module. These fields have to be mapped.
Click Yes to proceed.
Click Ok on the import success prompt.
Note that an Activity log is created for this process where you can see the number of records added, not added or duplicates.
Click on the Module link or any of the views to see the records imported.
We recommend that Products must also be imported so that Product ID automatically matches. If product is manually added, please update the QuickBooks product ID field on you CRM product record.
How to Import from Salesforce, MS Dynamics and SugarCRM
You have to have login rights to the data source to be able to import.
For this guide, we will use the Accounts module.
Click button Import Records
This button appears by default if there are no records for that module. Otherwise, use the Tools > Import.
Select Data Source
Enter credentials for the data source, typically:
For MSDynamics and SugarCRM, enter the Base URL
Username
Password- Sign-in/Login.
- Map the fields from the left (data source) to the corresponding iCRM fields on the right. The function matches the field labels for the mapping.
- If there is a field from source that you want to import but the field does not exist on form, click Add New Field button.
Dialog box to Add New Field opens (here is a link to Form Fields for step-by-step guide)
New field now appears on the list and can now be mapped. - Fill-up Import Settings. (here is a link to know more about Import Settings)
Click Start Import.
There may be some required fields on the module configuration like Account Name. An error message will show the mandatory fields for that module. These fields have to be mapped.
Click Yes to proceed.
Click Ok on the import success prompt.
Note that an Activity log is created for this process where you can see the number of records added, not added or duplicates.
Click on the Module link or any of the views to see the records.
How to Import from a .csv file
For this guide, we will use the Accounts module.
Click button Import Records
This button appears by default if there are no records for that module. Otherwise, use the Tools > Import.
Select CSV/Text file.
Click Browse and select your .csv file.
You have to have a file in a .csv format with the information you want imported to iCRM.
There are 2 ways that you can do the mapping :
a. Use automatic mapping (easier to use)
1. Map the fields from the left (file column titles) to the corresponding iCRM fields on the right.
The function matches the column titles and the field labels for the mapping.
OR,b. Use Import Definition
1. Click checkbox Use Import Definition
2. Select the Import Definition to be used. * This must already be setup by the Admnistrator, see Setup Import Definition
- If there is a field from source that you want to import but the field does not exist on form, click Add New Field button.
Dialog box to Add New Field opens (here is a link to Form Fields for step-by-step guide).
New field now appears on the list and can now be mapped. - Fill-up Import Settings. (here is a link to know more about Import Settings)
Click Start Import.
There may be some required fields on the default configuration like Account Name. An error message will show the mandatory fields for that module. These fields have to be mapped.
Click Yes to proceed.
Click Ok on the import success prompt.
Note that an Activity log is created for this process where you can see the number of records added, not added or duplicates.
Click on the Module link or any of the views to see the records.
How to Import from Outlook.com and Office365
A valid Outlook.com account must already be setup.
This import function is only displayed for Contacts and Leads.
For this guide, we will use the Contacts module.
Click button Import Records
This button appears by default if there are no records for that module. Otherwise, use the Tools > Import.
Click Outlook.com button from the drop down.
Select an Outlook.com or Office365 account from the popup box OR type credentials, typically:
Username
Password- Sign-in/Login.
- Map the fields from the left (data source) to the corresponding iCRM fields on the right. The function matches the field labels for the mapping.
- If there is a field from source that you want to import but the field does not exist on form, click Add New Field button.
Dialog box to Add New Field opens (here is a link to Form Fields for step-by-step guide)
New field now appears on the list and can now be mapped. - Fill-up Import Settings. (here is a link to know more about Import Settings)
Click Start Import.
There may be some required fields on the module configuration like Last Name. An error message will show the mandatory fields for that module. These fields have to be mapped.
Click Yes to proceed.
Click Ok on the import success prompt.
Note that an Activity log is created for this process where you can see the number of records added, not added or duplicates.
Click on the Module link or any of the views to see the records imported.
How to Import from Google
A valid Google account must already exist.
This import function is only displayed for Contacts and Leads.
For this guide, we will use the Contacts module.
Click button Import Records
This button appears by default if there are no records for that module. Otherwise, use the Tools > Import.
Click Google button from the drop down.
Select a Google account from the popup box OR type credentials, typically:
Username
Password- Sign-in/Login.
- Map the fields from the left (data source) to the corresponding iCRM fields on the right. The function matches the field labels for the mapping.
- If there is a field from source that you want to import but the field does not exist on form, click Add New Field button.
Dialog box to Add New Field opens (here is a link to Form Fields for step-by-step guide)
New field now appears on the list and can now be mapped. - Fill-up Import Settings. (here is a link to know more about Import Settings)
- Click Yes to proceed.
- Click Ok on the import success prompt.
- Note that an Activity log is created for this process where you can see the number of records added, not added or duplicates.
- Click on the Module link or any of the views to see the records imported.