Importing Accounts & Contacts

With the Import 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

NOTE: We recommend you import a small test file first to make sure that you have prepared your import file correctly.

See Also: Creating Export Files for Import Wizards

Navigate to Setup

Click Your Name

Click on My Profile

Start the wizard

Start the wizard

Review the steps provided on the welcome page, then click Start the Import Wizard!.

Step 2 of 8: Upload your file

Step 2 of 8: Upload your file

Upload the file

1. Click Browse to load your file.

2. Select the character encoding of your file. Most users will not need to change the default character encoding setting.

3. Choose whether to match your organization’s contacts by Salesforce ID, name, or email. Similarly, choose whether to match your organization’s accounts by Salesforce ID or by name and site. Note that matching by Salesforce ID is inclusive of both contacts and accounts.

~ These Matching Type fields set the criteria for avoiding duplicates. For example, if you are matching by email and a record in your source file has the same email as a record in Salesforce, then that record will be updated in Salesforce. If you are not matching by email and there is a record in Salesforce with the same email, then a new record will be created. Note that contacts are matched only within the same account. If contacts related to different accounts have the same name or email, they treated as separate contacts.

4. Organizations that use the Translation Workbench can specify the language of the import data.

5. Select the checkbox to trigger workflow rules for new and updated records that match workflow rule criteria.

6. Click Next to continue.

 

Browse for and find the .CSV import file you have stored on your computer.

What file formats can the import wizards handle?

You can import contacts and business accounts directly from an ACT! or Outlook file, or from any CSV (comma-separated values) file, such as a GoldMine or Excel file. You can import leads, solutions, custom objects, or person accounts from any CSV file.

Are there size restrictions on my import data?

Yes. Your import file cannot exceed 100MB in size, and each record in the file cannot be bigger than 400KB. In addition, each imported note and each imported description cannot exceed 32KB. Descriptions longer than 32KB are truncated.

In addition to the import file limits, your import is also subject to the overall storage limits for your organization. Note that the size of your import file does not directly correlate to the storage space needed for those records. For example, an import file of 50MB in size may not create 50MB of data in Advologix

Check the matching type information - if needed...

...The Contact and Account matching type determines the field to match by to prevent duplicates. This is only needed when importing subsequent Accounts or contacts - after one has already been imported.

Avoiding Duplicate Business Accounts

The import wizards attempt to avoid duplicate business accounts based on:

  • If Salesforce ID is the Account Matching Type:

Business accounts are matched according to their account ID. That is, if there is a record in your import file that has the same ID as a record in Salesforce, then that record will be updated in Salesforce.

  • If Name and Site is the Account Matching Type:
    • If two accounts have the same Account Name and Account Site, the wizards add your import data to the existing data in Salesforce.
    • If more than one record in your import file has the same Account Name and Account Site, the wizards merge those records and create only one account in Salesforce.
    • If two accounts have “similar” Account Name and Account Site values, the wizards add your import data to the existing data in Salesforce
    • If the Account Site field is empty in your import file, the wizards match just on the Account Name field, ignoring any site values that may exist in Salesforce.
    • Local name fields are imported but not checked for duplicates.
  • The wizards do not overwrite any existing business account fields unless you check the Overwrite existing account values box in the wizard.

With this box checked, you can insert or update existing business account fields with new data. However, you cannot use this checkbox to update existing field data with blank values. With this box unchecked, the wizard updates any empty business account fields, but does not touch any fields with existing data.

Avoiding Duplicate Contacts

The import wizards attempt to avoid duplicate contacts based on:

  • If Salesforce ID is the Contact Matching Type:

Contacts are matched according to their contact ID. That is, if there is a record in your import file that has the same ID as a record in Salesforce, then that record will be updated in Salesforce.

  • If Name is the Contact Matching Type:
    • For contacts with the same Account Name, Account Site, First Name, and Last Name (or the same Account Name, Account Site, and Full Name), the wizards merge your import data with existing data in Salesforce. The contact name by itself is not sufficient information for matching; you must also include the contact’s business account.
    • If two contacts have “similar” names in the Account Name, Account Site, and First Name and Last Name (or Full Name) fields, the wizards merge the contacts into one record in Salesforce. However, if two contacts have the same First Name (Local) or Last Name (Local), the wizard will not merge those records.
  • If Email is the Contact Matching Type:

Contacts are matched according to their email within the scope of a given business account. That is, within a specified business account, if a contact in your import file has the same email as a contact in Salesforce, then that contact will be updated in Salesforce. If you are not matching by email and there is an existing contact in Salesforce with the same email, then a new contact will be created for that business account.

  • In the absence of any record matching between your import file and Salesforce, the wizards merge duplicate records in your import file to create only one new contact in Salesforce.

For business account and contact notes in Professional, Enterprise, Unlimited, and Developer Edition organizations, the wizards de-duplicate the notes in your import file if an existing business account or contact note has the exact same text.

 

About Mapping your fields

  1. Map the fields.
    1. On four different mapping pages, the wizard associates the Salesforce field names with the field names from your import file. You must check the default mappings and alter any incorrect mappings. For more information about the default field mappings, see Preparing Your Data for Import.
    2. Remember to map the Record Owner field with your Record Owner field so that record ownership is assigned correctly. When importing records by Salesforce record ID, the Record Owner field in your import file is ignored. All records retain their existing owners; record owners cannot be updated using the import wizard.
    3. On the Map Account Fields page, check the Overwrite existing account values box if you want to overwrite existing account fields with your import data. Note that you cannot use this checkbox to update existing field data with blank values.
    4. When all fields are assigned correctly, click Next.
  2. Map the miscellaneous fields.
    1. The wizard reports the fields that do not map. In Professional, Enterprise, Unlimited, and Developer Edition organizations, you can choose whether the unmapped fields should be imported into an account or contact Note or should not be imported at all. The fields are imported into a single account Note or a single contact Note; separate note fields are not created for each import field.
    2. When all fields are assigned correctly, click Next.

Step 3 of 8: Map Contact Fields

Step 3 of 8: Map Contact Fields

In the list Above, select the fields in your import file that should be imported into each salesforce.com field.

Once you have finished, click Next:

Step 4 of 8: Map Contact Phone and Address Fields

Step 4 of 8: Map Contact Phone and Address Fields

In the list Above, select the fields in your import file that should be imported into each salesforce.com field.

Once you have finished, click Next:

Step 5 of 8: Map Account Fields

Step 5 of 8: Map Account Fields

In the list above, select the field in your import file that should be imported into each salesforce.com field.

Make sure to select the 'Overwrite existing account values' checkbox below if you want existing account data in salesforce.com to be updated with data in your import file.

Once you have finished, click Next

Step 6 of 8. Map Account Phone and Address fields

Step 6 of 8. Map Account Phone and Address fields

In the list Above, select the fields in your import file that should be imported into each salesforce.com field.

Once you have finished, click Next:

Step 7 of 8: Map Extra Import fields

Step 7 of 8: Map Extra Import fields

In the list Above, select the fields in your import file that should be imported into each salesforce.com field.

If ALL fields have been mapped - click Next

Step 8 of 8: Review and Confirm ...

Step 8 of 8: Review and Confirm ...

WARNING: If you you have not specified a record owner for each row in your import file - all records will be imported with Logged in User as the record owner.

If you are not the intended record owner, exit the import wizard - modify the import file and begin agan.

Click Import Now

Import Request Submitted!

Import Request Submitted!

Import confirmation email

Import confirmation email

Email will list all data that was successfully importd to your Advologix Instance.

Check the Import Queue

You can use the Import Queue to check the progress of your import. Click Your Name | Setup | Monitoring | Imports. Alternatively, click the Import Queue link on the Import Wizard for My Organization page. For imports that have not begun processing, you can click Del to cancel the import.