Import Wizard: Creating Export Files

With the Import My Organization’s Accounts and Contacts wizard, administrators, and users with the “Modify All Data” permission, can import up to 50,000 business accounts and contacts at a time for multiple users.

* Before beginning, make sure you have created an export file

Creating Export Files for Import Wizards

To import data into Salesforce, you first need to export the data from your existing application. This creates an export file of the information you want to import.

~ See Force.com's Video and lesson : Exporting From Outlook

After creating the export file, compare your data with the Salesforce fields available for import, and verify that your data will be mapped into the appropriate Salesforce fields. See Preparing Your Data for Import (below).

Your file can contain a mixture of some new records as well as updates for existing records. The option selected in the Matching Type field determines whether it is a new or existing record. When importing leads, you can choose whether to match leads in your import file with existing leads in Salesforce. Leads can be matched according to the following types: Salesforce ID, name, or email. Choosing a matching type sets the criteria for avoiding duplicate leads. For example, if you are matching by email and a lead in your source file has the same email as a lead in Salesforce, then that lead will be updated in Salesforce. If you are not matching by email and a lead in your source file has the same email as a lead in Salesforce, then a new lead will be created.

Note: If you are the administrator and are importing for multiple users, you must combine your export data into a single CSV file using Excel.

When importing new records, add or modify a Record Owner field in your file such that the field contains the names of existing, active users. Enter the users’ full usernames (for example, “jsmith@acme.com”) or first and last names (for example, “Joe Smith”, or “Smith Joe” for Asian locales). This will specify the owner of the imported data for an organization import. For lead imports, you can also specify the name of a lead queue. Record owner fields do not get updated when records are updated via import. All records retain their existing owners; and the Record Owner field in your import file is ignored for these records.

When importing leads, you can alternatively use a lead assignment rule to specify the owners of the imported data, instead of using a Record Owner field.

Exporting from Outlook

Microsoft® Outlook® allows you to export data in a CSV (comma-separated values) format which can then be imported.

  1. Launch Outlook.
  2. Select File | Import and Export....
  3. Choose Export to a file and click Next.
  4. Choose Comma Separated Values (Windows) and click Next.Note
  5. Select the Contacts folder and click Next. You can select a different contacts folder if you have contacts stored in multiple folders.
  6. Choose a file name for the exported data and click Next.
  7. Click Finish.

Preparing Your Data for Import

After exporting your data from Advologix, Salesforce or your existing application, prepare your data before importing it.

Preparing Contacts

When importing from ACT! or Outlook, the Import My Contacts wizard automatically maps fields from ACT! and Outlook to Salesforce.

~ See Default Field Mapping for Outlook.

When importing from other data sources, you must use Excel® to label the columns in your import file as specified in

~ Field Mapping for Other Data Sources and Organization Import.

Preparing Organization's Business Accounts and Contacts

When importing business accounts and contacts for your organization, you must use Excel® to label the columns in your import file as specified in

~ Field Mapping for Other Data Sources and Organization Import.

Preparing Custom Objects

When importing a custom object, use the field labels shown on the custom object detail page in Salesforce as the column labels in your import file.

Default Field Mapping for Outlook

This table details how Outlook fields map to Salesforce account and contact import fields during an individual data import.

Field Mapping for Other Data Sources and Organization Import

If you are importing accounts and contacts for an organization, or importing individual data from sources other than Outlook or ACT!, the Import Wizards map the fields as correctly as possible. You must fine-tune the mapping before completing the import. Before importing your data, Salesforce recommends that you use Excel to label the columns in your import file with the labels listed below.

Note: The default mappings listed below are offered as a guide for importing; they do not ensure 100% accuracy in mapping your data. You must fine-tune the mapping in the Import Wizards. Remember that you can map the same field multiple times if necessaryfor example, for the account and contact address fields.

The default mappings listed below are offered as a guide for importing; they do not ensure 100% accuracy in mapping your data. You must fine-tune the mapping in the Import Wizards. Remember that you can map the same field multiple times if necessary—for example, for the account and contact address fields.