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Using Data Manager to Import Records
Using Data Manager to Import Records

Data Manager is a great tool for importing or updating records. In this article, we'll discuss importing only, with a focus on lead records.

Written by Raymond Carrel
Updated over a week ago

User Permissions

To access Data Manager, users must have the following roles applied:

  • CRM Data Administrator - This role is for users responsible for importing and exporting data via Data Manager

  • Data Manager - All - Users in this role will have access to all types in Data Manager

Restrictions to Data Manager can be set up at user-level so that access is granted only to those responsible for importing or updating certain entity types. If you need to restrict access to Data Manager for users, do not enable the Data Manager - All role, instead, select only the entity types that apply (E.G. Leads, Contacts, Tasks, etc.)

User permissions can be set by navigating to Settings > Users > *Select User* > Roles

Data Manager

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 upserting by simply selecting Upsert in the drop-down menu before proceeding to Step 1: Entity.

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.

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

Step 2: File

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

Step 3: Map

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.

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

Important: If there are any issues with the mappings, rows will be highlighted in red. 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 where you want to bypass this. To do so, you can "un-map" these items.

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

Step 4: Validate

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 where the information you entered in a field cannot be recognised by the system. 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.

Step 5: Results

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 not 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 by creating a Work Stack to filter on specific details that you have imported.

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