Stage 1 is where the input file is selected and fields from the data source are mapped to the appropriate fields in Salesforce. Options are provided as to which fields should be inserted on new records and updated on existing records.
Capabilities & Features
- Support for various input data sources
- xls & xlsx
- csv
- mdb (32bit ONLY) & accdb
- Ability to compare input source to just Leads, just Contacts or Leads and Contacts
- Field level mapping customization
- Field auto-map capability
- Ability to scan input data for possible data integrity errors and fix errors when possible prior to processing
Step 1: Select Incoming Data Source for Upload
- Select the file by clicking Select File
- Browse to find the file and click Open
- If an excel or access file has been chosen, the user must select the worksheet/table name to process by clicking on it (will highlight in blue). Click the Use on the right or double click to select
- This is not needed for .csv files
- The number of records loaded will be displayed in red on the left
Step 2: Select the Salesforce Objects to Update and/or Insert
- Select the appropriate radio button for which objects the input file should be compared to
- Leads only
- Contacts only
- Leads and Contacts
- Lead fields will be displayed on the left
- Contact and Account fields will be displayed on the right
- Contact fields appear first
- Scroll down to see Account fields (displayed in blue and prefixed with Account.)
Step 3: Manually Map or AutoMap Input Columns to Salesforce Fields
- Select
to map the input columns to the fields in Salesforce
- An attempt is made to match the columns from the spreadsheet to the fields in the objects selected
- Auto-Map does NOT require an exact match of column name to field name
- Since this is an "intuitive" mapping, always confirm fields were mapped correctly
- When electing to compare to Contacts, auto-mapped fields will map to BOTH Contact AND Account fields, and one input field can map to multiple fields
- Fields can be manually mapped by left clicking on the column and dragging and dropping under the correct field
- A flag to the left of the column name indicates that a column was mapped
- Fields MUST be mapped to Show in Grid and be used in Matching (Stage 3)
- To remove an unwanted mapping, right click on the mapped field and select "Remove Mapping"
Field Mapping Controls: Mappings can also be saved/loaded independently from a full scenario
- This option is only available if a mapping has been setup and then saved for future use
- Mapping should NOT be saved until Step 4 is followed below to adjust mapping options, but can be loaded once the input data file has been loaded
- To save a mapping click Save Mapping, name the file and save it to a location on the local PC
- Clear Mapping can also be selected to clear ALL existing mapping and start over
Note: If a saved scenario is loaded AFTER fields have been manually mapped or loaded from the "Field Mappings Controls", the mapping in the saved scenario WILL BE IGNORED and the existing mapping will be used. This could result in errors regarding the saved matching in Step #3 as the matching steps are directly related to how the fields are mapped in Step #1.
When using a saved scenario ideally NO MANUAL mapping should be done, and/or changes to existing mapping can be changed AFTER the scenario is loaded and adjustments made to Stage #3 Matching if necessary.
Step 4: Adjust Mapping Options as Needed
- Overall Mapping preferences can bet set in Options,
, accessible in the lower left hand corner of PeopleImport
- Separate default mapping preferences for Leads vs. Contact/Accounts
- Option to prepend vs. append text area fields when electing to "Merge" the new data with the existing data
- When a field is mapped, a box is displayed with various matching options on a field by field basis
- Insert: Checked ensures that the data from the incoming spreadsheet will be inserted into the field in which it is mapped during a new record creation
- Update Options:
- Do Not Update: Do not update Salesforce data with data from the incoming spreadsheet when a match is found
- Update: Always update the Salesforce data with data from the incoming spreadsheet when a match is found
- Update Only if Blank: Only update Salesforce data with the data from the incoming spreadsheet if the field in Salesforce is blank
- Merge: This option only appears on applicable field types; long area text fields, multi-select pick list fields and boolean (true false checkbox) fields. This will merge the value in the incoming spreadsheet with the existing value in Salesforce
- For boolean fields "True always wins" when merged, e.g. if the input file has false but the record being updated in Salesforce is true the winning value will be true.
- Show in Grid: Checked displays the current Salesforce data for that field in the Final Results Grid
NOTE: Merge CANNOT be set as an overall mapping default in PeopleImport Options and must be specified on a field by field basis.
Owner fields and Company/Account Name field mapping should be reviewed carefully and may want to change to "Do Not Update" or "Update if Blank" (since these fields are never blank they will not be updated)
Step 5: Run the Check Utility
- Select the
button to scan input data for possible data integrity errors
- Check for standard required fields
- Verify formatting of email addresses and websites
- Confirm that data in the spreadsheet adheres to the field type definition in Salesforce
- Depending on the type of error, the record may NOT be inserted/updated (badly formatted email addresses, required fields missing)
- PeopleImport may fail completely and close when processing due to "mismatched" data types (attempting to insert a text value into a number or date field)
- For example, trying to insert a range, e.g. 100-500 into Number of Employees field, when Salesforce is expecting an actual number
- When errors are identified they can be corrected directly in the PeopleImport user interface
- Error Message Details: Details regarding the nature of the error (current value displayed in red)
- Can Copy Current Value to the edit window to make changes
- Update the data in the edit window to the correct value. If missing data is detected for a required field, "Unknown" or "Not Supplied" can be entered as a placeholder if desired
- Select Update Value to save the change
- Click the Error -> button to access the next error
- Continue until all errors are fixed, and select OK to save all the changes in PeopleImport
- Changes are updated in data cache (not made directly to the input file)
- The Record buttons reviews the rows with errors, either before or after fixed (e.g. review the changes made)
If multiple errors are found, it is best to update the data directly in the spreadsheet and then reselect the file to load.
Click HERE to go to Stage 2 - Compare
