Modify helps you mass update existing records in your CRM using a combination of update functions including:
- Field to field - move data from one field to another
- Specified Value - add constant values
- Formula - utilize one of many formulas designed for data cleansing and standardization
- Field Aggregate - sum values in sub-object and populate on parent record
- Record Count - perform a count of sub-objects related to a parent record
Common use cases include:
- Data standardization projects to normalize data across all records
- Transferring account address information to associated contacts
- Fill in missing data
- Correct data entered inconsistently (i.e. phone numbers, addresses, websites)
- Scheduled jobs that run daily to keep data clean and standardized
Starting a Modify Scenario
To begin a new scenario, select Modify from the module list on your Dashboard.
To start from an existing scenario, select a Modify scenario from My Scenarios on your Dashboard. Your object and record selection criteria will already be set for you. You can keep all settings or change them as you go.
Step 1: Select Records
The Modify module automatically pulls data from the CRM environment you are logged in to and viewing.
- For large jobs, check the box beside Bulk API. This option groups your records into larger batches, so it uses fewer API calls. Learn more about the Bulk API option.
Under the Object to Modify dropdown menu, select the object you want to modify. (You'll define how to modify your object in step 2.)
- For example, select Account.
In the Record Selection Criteria section, choose Add Selection Condition to narrow down the accounts included in your search. Learn more about Record Selection Criteria.
- In this example, set the Billing City to start with P.
Fields to Show on Preview is an optional menu that lets you select the fields shown on your results page in step 3. If you don't use this menu, your results will include a subset of fields related to the modify object and selection conditions. Learn more about searching for and selecting fields to show on preview.
To go to Step 2, choose Set New Values .
Step 2: Change Values
Choose one or more Modify Actions to define the values you want to change and how you want to change them. Six different modify actions are available to you.
Field to Field: Move values from one field to a different field.
- For example, select Account Phone as the Field to Change. Then select Mobile Phone as the Replacement Value.
- For all records in the set, the value of Account Phone will be updated with whatever value is in the Mobile Phone field.
- For example, select Lead Source from the Field dropdown, then select Trade Show for the Replacement Value.
- For all records in the set, the lead source will be changed to Trade Show, whether the lead source is blank or has another value.
- For example, from the Field to Change dropdown, select Account Phone; from the Functions dropdown on the Formula Editor tab, NaPhoneFix(); and from the Fields dropdown, Phone.
- You can also use the Formula Editor text box to edit the populated formula or enter one manually.
- The Check Formula button makes sure the formula is valid as entered. If the Check fails, be sure to make sure the formula syntax is correct.
- For example, you can sum the number of closed/won opportunities on an account to determine total value, or sum the number of open opportunities to determine what is in the pipeline for that account.
- You can use Add Condition to limit which values are included.
- For example, you can perform a record count of contacts at the account level to identify how many accounts have 0 contacts (that is, <1 contact) associated.
Touch Records: By default, only records where data is changing will be updated. Touch Records allows you to update the last modified date without changing any other data in a record.
- Selecting the Touch Records action reveals a non-editable Actions table entry. This shows the field to change (LastModifiedDate), the replacement action (Touch Records), and the replacement value (determined by Salesforce at the time of execution).
- The last modified date is updated when changes are committed to your CRM, so the Preview Grid does not show that value.
- The record count for Total Changes displayed above the Preview Grid does not include records only updated through Touch Records.
You can choose multiple actions from different categories and combine them into a single modification, which uses fewer API calls than modifying records one action at a time.
- For example, say Record Selection identifies 100 records. If you apply the StateMatchLongName formula, and 60 records change as a result, the last modified date will change only for those 60 records.
- But if you also add the Touch Records action, the StateMatchLongName formula will be applied to those 60 records, and the last modified date will change for all 100 records. You can execute both actions in the same scenario.
You can choose to override certain action defaults by managing your cleanse rules. Learn more about managing cleanse rules.
Note: Microsoft Dynamics API limitations only allow for 50K records per record count and field aggregations. Salesforce users are not restricted by that limitation.
To go to Step 3, choose Preview.
Step 3: Preview
Here, you can preview all results before making changes to your CRM. Your changes are highlighted in the green column under New [Field].
- Fields that are being updated to or from a blank value are not highlighted.
Records that a modification did not apply to will automatically be de-selected. To exclude any additional records from being modified, uncheck the box beside that record.
Select View Modified Only to display only the records with changes made via a Modify action.
- Records that have only been touched to update the Last Modified date, but not otherwise changed, are not included in this view.
- To display all records once again, select View All Records.
- You can change the ownership of accounts, leads, or cases alongside other modifications by selecting the Enable Assignment Rules checkbox.
The Export Grid Data option lets you download your results before (or instead of) merging changes into your CRM.
To finish, select Publish [x] Record Changes. This action will commit changes to your CRM.
If you want to re-run or schedule this scenario again in the future, open the Scenarios bar slider and select Save As, then name your scenario and select Save.