PeopleImport Stage 5 - Results and Processing

Stage 5 is where the search for duplicates is initiated. The results can then be reviewed and verified, and ultimately committed to Salesforce.

Capabilities & Features

• Ability to group the results for easier review
• Individual records can be checked or unchecked for processing
  • If results are grouped, entire groups can be checked or unchecked for processing
• Counts provided as to how many records of each type will be updated vs. inserted
•  Links to matched records are provided to review the matched record directly in Salesforce
  • If after reviewing the results a record is deemed to not be a good match users can simply "move" it to the Final Match step to be inserted vs. updated
• An option to show specific fields from the matched records in Salesforce is provided
  • Will display all data from the matching Salesforce record for fields checked as Show in Grid in Stage 1 Mapping
  • Matched fields will be highlighted for easier review
• An option to Export Grid Data is provided to export the results to a spreadsheet
• Restore Files are created after processing for all updated records which can be used to "undo" an import if needed
• Two Final Results files are created after processing that contain all the fields from the grid and the Salesforce ID's for all the inserted/updated Leads, Contacts and Accounts.
  • Formatted xml file that looks just like the grid, and a raw data file
  • Serve as a summary of what took place during the import
  • Raw Data file also contains the Owner ID's for all the Leads, Contacts and Accounts
    • Can be used as input to another application (e.g. DemandTools) to mass insert additional objects (e.g. Opportunities, Custom Objects, Custom Tasks etc.)

1: Finding Matches

• Select  in the lower right hand corner to begin the search
  • A status screen is displayed showing the download progress                                                                                                                                                                                                                                                   
  • Once the search is complete a results grid is displayed
  • The results grid displays how data in the spreadsheet matched to data in Salesforce
    • The grid is initially organized based on the row order in the spreadsheet, but the results can be grouped for easier review (see #3 below for instructions on grouping the results)       

                                                                      
Grid Headings

1.    Use: Checked indicates that this record should be processed

2.    Object: The object, Contact or Lead, to be updated or inserted

3.    Action: Will the record be updated or inserted

• Update: A matching record was found and will be updated
• New Contact - Existing Account: A matching Account was found, but no matching Contact
• New Contact - New Account: "Create New Contact/New Account" was selected in Stage 3 Final Matching, and neither the Contact NOR the Account was found
• New Lead: "Create New Lead" was selected in Stage 3 Final Matching

4.    Step: Specifies the step from Stage 3 the record "matched" in

5.    Match: Blank if "New", Salesforce id of matching record if update

• This is an active link that check selected will bring up the record within Salesforce for review

6.    Parent Account: If Contact update or New Contact - Existing Account then will contain the Salesforce Account ID for the matching Account

• This is an active link that check selected will bring up the record within Salesforce for review

7.    All the input columns on the spreadsheet

• A scroll bar is provided at the bottom of the screen to scroll to the right to see all the fields from the input fil

2: Grouping Grid Results

• Results can be grouped by column for easier review
  • It is recommended that this be reorganized by Action and then Step within action
• Drag the appropriate columns to the top of the screen to organize the results                                                                                                                                                                                                                                                             
• Once grouped, entire groups can be checked or unchecked, expanded or collapsed by right clicking on the group heading                                                                                                                                                                                                                                                                                                   

3: Reviewing Results

• By default, all records are pre-checked for processing
  • Matches should be reviewed to confirm that records were matched correctly
    • Entire groups can be unchecked if it seems that a particular Step matched records incorrectly
    • Individual records can be checked/unchecked by clicking the Use checkbox
    • In the event PeopleImport identifies a record as a match, but you disagree, the proposed action can be changed from Update to Insert.  Simply right-click on the record (any column) and Move to Final Match.  The record will be moved to the final match step to insert a New Lead or New Contact/New Account depending on the Final Matching Conditions specified in Step #3 - Matching.
    • The record will physically be moved to the Final Match Step in the grid and the overall Insert/Update Counts shown at the bottom of the results grid will be updated accordingly.                                                                                                   

NOTE: Any records that have been unchecked will NOT be processed when  is selected in the bottom right hand corner to process the import. In other words, records that HAD been flagged as updates, will NOT be added as new, but instead will not be processed at all. Although an entire step can be unchecked, if it seems that a Step was finding more mismatches than matches, it may be best to go back to Stage 3, remove that step altogether, and re-find the matches. That way, these records will be added as new. This could result in some duplicates being created (if a few had matched but most did not), but it is better to potentially create a few duplicates than update the wrong record.

• Clicking the blue ID field will bring up the complete record in Salesforce                                                                                                                                                                       
  • The record can be opened in a Salesforce window, or a "quick" view based on whether Use Salesforce to View Objects is checked in the PeopleImport Options
• Clicking the + next to a row will reveal the matching fields from a step and any fields with a check for Show in Grid in Stage 1
  • Fields are listed in alphabetical order and matching fields are highlighted                                                                                                                         

 4: Grid Control Options



1.    Buttons provided to check or uncheck records based on specified Action or as a whole

2.    Export Data will create a spreadsheet with grid data

• Data can be exported as a "Formatted XLS file" (looks like the grid) or a "Data File" (regular excel file with no formatting or grouping)
• A copy of the grid is also written out to a formatted xls file AFTER processing the import (Final Results File) which will include any new ID's that were created, as well as updating the Status column, so it is not necessary to export the grid results at this stage unless required for review offline

3.    Counts provided with a breakdown by object of how many records will be updated or inserted in Salesforce

• If "New Account Settings" were provided to avoid creating Account Duplicates in Stage 3, then the Account insert count will indicate how many UNIQUE new Accounts will be created
• The number of Updated Accounts is based on Contact Update records as the existing Account is updated along with the Contact, and "New Contact - Existing Account" records

5: Process Checked Objects

• When ready to process the import select  in the lower right hand corner
• An auto-check is performed to ensure that no bad data still exists in the spreadsheet which could cause records to not be updated/inserted or possibly cause the entire import to fail and PeopleImport to shut down
  • If there are more than 50K rows in the input file a pop-up will be displayed to ignore the check as it will add to the overall processing time                                                                                                                                                                                                                                                                                                                          
  • If bad data is detected, options will be provided to fix the data, cancel the import, or ignore bad data and import anyway                                                                                                                                                                                                                                           

More information on how to "Check and Fix Errors" can be found in Step by Step Instructions -> Stage 1 - Mapping ->Check Utility (NOTE: Will not need to go back to Stage 1 and select the "Check" button as selecting "Check and fix errors" will initiate the check process)

• When the import completes a results screen will be displayed                                                                                                                                                                 

1.    Indicates if any errors occurred during the import

2.    Link to the Logfile that was generated

• If the import completes with errors, refer to the logfile as to the source of the errors

3.    Restore files are generated for any records that were updated

• Restore files will contain a before image of the records prior to any changes and can be used to "undo" the import
• There will be one restore file for each object type, Lead and/or Contact that was updated
• For Accounts there can be up to 2 files, one (AccountRestore) will contain restore info for all the Accounts that were updated in conjunction with a Contact "Update", and another (AccountUpdateRestore) for all Accounts updated in conjunction with a "New Contact - Existing Account".
  • If a restore is needed ALWAYS process the AccountRestore file PRIOR to the AccountUpdateRestore just in case the same account was updated in conjunction with "New Contacts - Existing Account" AND a "Contact Update" (new records inserted prior to performing updates to existing records).
  • A Default Restore File Extension (e.g. csv, xls, xlsx, mdb) can be specified in PeopleImport Options .

4.    A FinalResults file is created which contains a copy of the grid AFTER the import completes

• The Final Results file will now be populated with any new ID's created for inserted records and the Status field will indicate if the update/insert was successful
• If the word "Error" appears in an ID field this indicates that that particular record was not inserted, refer to the log file for details as to why the insert failed
• If Status indicates that an update was unsuccessful, refer to the logfile for details as to why the update failed

5.    A FinalResultsDump file is created which contains all the grid data, but is a raw data file vs. a formatted xml file and additionally contains the Owner ID's for all the Leads, Contacts and Accounts that were inserted or updated.

• The file type will be the same as that specified for the restore files.
• Since this file contains ALL the input data, Match ID's, and Owner ID's, it can be used as input to DemandTools MassEffect to mass upload "custom" Tasks or any other objects that cannot be added using PeopleImport (e.g. Opportunities, custom objects etc.).
  • Be sure to include columns in the input file that will be needed to create these objects in the subsequent insert via DemandTools (ALL fields that are on the input file - even unmappped fields - will be included in both of the Final Results files).
• The blue links for the log and restore files are all live links and will pull up the files directly in excel.
• Log and restore files are saved directly to your hardrive so they are accessible even after clicking OK in the completion message
  • The exact locations of the files is specified in the File Paths tab in PeopleImport Options

NOTE: Instructions on how to "undo" an import can be found in PeopleImport Restore Instructions