The Data Manager is a powerful tool for importing and exporting data, requiring specific user roles for access. It supports two operation types: Insert (for adding new data) and Upsert (for updating existing data). Users can manage permissions to restrict access to specific entity types, ensuring only authorised users handle data appropriately.

To use the Data Manager, users need specific roles assigned:

This ensures only the right users have access to the data they are responsible for managing.

If you need to limit a user's access to specific entity types (e.g., Leads, Contacts, Tasks), do not assign the Data Manager - All roles. Instead, assign roles for the relevant entity types only.

Data Manager can be accessed by navigating to Settings > Data Manager.

Upon selecting Data Manager, you will be taken to the Home screen for the import wizard.

This view presents Step 1: Entity, which displays all of the entity types that you can upload or update. This screen also allows users to download blank and populated templates, and select the Operation Type (Insert or Upsert).

This KBA focusses on inserting new data, however, you would follow the same process for updating existing data, upserting by simply selecting Upsert in the drop-down menu before proceeding to Step 1: Entity.

The first step within Data Manager is to select the entity type that you want to import or update.

For this example, we'll upload a new Lead. Before we proceed, select Blank against Leads to download a blank import spreadsheet. Populate your blank spreadsheet with lead information and save your file.

Important:

Check these details while working on the Data in Excel prior to a Data Insert or Upsert:

Select "Leads" by checking the box next to the entity type and clicking "Next" to confirm.

The next step requires users to upload a file. This must be in a Microsoft Excel or CSV format. Click "Select files..." to browse for your Lead import spreadsheet.

Upon selecting a valid file, this screen will confirm the worksheet details by indicating the file name, sheet name, start cell and end cell.

If you notice anything incorrect with this information, review the uploaded file and ensure the details are correct. Then select "Lock File & Load".

Upon selecting Lock File & Load, you will be presented with the Locked & Loaded menu, which will display sample data from your file against each of the field names. Again, if you notice any incorrect information here, you should review your file and begin the Data Manager process again.

If you're happy with the sample data, click "Next" at the bottom of the screen

In this step, users need to map the imported data to fields within The Layer. To do this, click "Auto Map" in the top-right-corner.

After clicking the Auto Map button, a confirmation pop-up will appear in the top-right corner of the screen, similar to other actions in The Layer. Any errors will also be displayed here.

You'll notice that the Filed Header column updates to reflect the mapped fields.

In this case, the Leads import is expecting values in the Parent Site and Employees Number fields. If this occurs it may be because you have forgotten to populate this field.

If you want to add these, you must edit your Excel spreadsheet and start the Data Manager process again. However, there may be occasions when you want to bypass this. To do so, you can Un-map these items.

Do this by selecting No Mappin in the drop-down menu for the Field Header column. Then click Save and Next to proceed.

You will then be presented with the Validation screen, where you can check if your field types have all passed validation.

There are often occasions when the system cannot recognise the information you entered in a field. This happens when users misspell words or enter values that don't currently exist within the system.

In the example below, Account Manager is not currently a job title within the system. However, you can bypass this validation by creating it now. Click Create 1 Missing to do this.

Once you're happy with this, click Run in the top-right corner.

Upon selecting Run, Data Manager will process your insert and either return a successful operation or failure. If the import has failed, check your file to ensure data is correct.

If you believe there is an issue with the system that has caused a failure, make note of the Quick Assist Code in the top-right corner. Our Development Team will use this to quickly understand what went wrong.

You can use the system to ensure the data has been imported in various ways, such as searching for the record name in Global Search or creating a Work Stack to filter on specific details that you have imported.